Administrative and Event Coordinator
Company: Stanford Medicine
Location: Santa Clara
Posted on: May 10, 2022
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Job Description:
The Stanford Medicine Industry Relations and Digital Health,
IRDH, Office seeks an experienced, organized, and energetic
Administrative Associate 3 (AA3) with a talent for creating
efficient systems and a keen eye for detail to provide
administrative and operational support with limited supervision. It
is an opportunity to join a pioneering team in a fast-paced
environment and contribute to Stanford Medicine's mission of
innovative research. This is a busy and complex position requiring
a high level of judgment, initiative, and follow-through. The AA3,
supporting the Exec Director of Industry Relations and the Exec
Director of Catalyst , has a key role in organizing the day-to-day
operations for the IRDH group office. Successful AA3s will be
exceptionally organized, highly motivated, customer-service
oriented, capable of working independently, and experienced working
with faculty, senior leaders, and physicians. There are leading
indicators that suggest health care is about to experience a
digital health wave that could very well revolutionize the
industry. Stanford Medicine is in the perfect position, with our
proximity to Silicon Valley, our deep ongoing relationships with
companies in many sectors, as well as our world-leading physicians
and faculty, to be a leader of this transition. Our mission is to:
Ensure Stanford Medicine's preeminence in precision and digital
health by maximizing strategic partnerships with industry leaders,
thereby enabling faculty and physicians to make an even larger
impact on healthcare worldwide. IRDH was created to serve as the
front door for organizations interested in exploring strategic
relationships with Stanford Medicine. We collaborate with key
stakeholders and offices across campus to plan and execute projects
quickly and efficiently. By joining the Industry Relations and
Digital Health team you're joining the front lines of an exciting
revolution in health care. The AA3 will engage with world renowned
faculty and need to interact effectively with a wide range of
individuals at many levels. This role will represent the IRDH
office and the Enterprise Strategy Team within Stanford Medicine.
Duties include: Act on behalf of the Exec Director Industry
Relations and Exec Director of Catalyst , and the IRDH Office in
regard to establishing priorities and identifying and resolving
problems that are administrative in nature. Independently schedule
regular meetings for the IRDH Team of approximately 7 people, and
multiple external collaborations. Schedule speakers, rooms, and
equipment. Prepare documents and make any other arrangements as
necessary to ensure successful outcomes. Attend meetings as
requested to set up equipment and/or distribute materials. Maintain
an efficient and appropriate archival system for all meeting and
project materials. Provide support for other meetings, forums,
retreats, multi-day courses, advisory boards, and events hosted by
the IRDH Office . Plan and schedule calendar(s) with limited
consultation, resolve calendaring conflicts, and arrange travel in
compliance with unit, university, and sponsor policies. Oversee
and/or process a variety of complex financial transactions.
Produce, monitor, and reconcile budget reports. Research, identify,
and resolve discrepancies. Submit and track purchase requisitions,
vendor agreements, and invoices. May assist with capital or special
equipment requests and/or vendor selection. Compose and draft
documents and correspondence for presentations, course handouts,
conferences, seminars, and reports. Perform substantial editing and
fact checking. Create, maintain, modify, and/or ensure accuracy of
content in various unit documents, displays, reports, brochures,
social media, and/or websites. Plan and coordinate office moves
and/or space and equipment needs for the expanding team. Schedule
and coordinate interview schedules. Provide support ordering and
maintaining supply and material inventory. Create complex reports
and spreadsheets which may utilize specialized software and
systems. Stanford believes a diverse workforce is a strong
workforce. We encourage women and underrepresented minorities to
apply. - Other duties may also be assigned. DESIRED QUALIFICATIONS:
Experience on Stanford systems preferred. EDUCATION & EXPERIENCE
(REQUIRED): High school diploma and four years of administrative
experience, or combination of education and relevant experience.
Two-year college degree or greater highly preferred. KNOWLEDGE,
SKILLS AND ABILITIES (REQUIRED): Interpersonal and communication
skills to work with physicians, faculty, staff and students with
tact and diplomacy. Fantastic written skills, ensuring the
purpose/main ideas/thesis is always clearly stated in documents.
Advanced computer skills and demonstrated experience with office
software and email applications. Familiarity with both a MAC and
PC. Must be proficient with Word, Excel, PowerPoint, Outlook,
Google Suite, and ability to use various online software tools
(e.g., Lucidchart, Mural, etc.) Demonstrated success in following
through and completing projects. Excellent organizational skills
and attention to detail. Polished verbal and written communication
skills. Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, set goals and expectations, and
meet deadlines. Effectively communicating variance to deadlines or
expectations, when necessary. Ability to take initiative and
ownership of projects. Ability to routinely and independently
exercise sound judgment in making decisions. Project management
skills to ensure deadlines are met. Understanding of the demands of
executive level positions and the ability to meet these demands
with tact and diplomacy. Takes precaution and understands the
importance of projects/tasks that may be under privacy and/or a
Non-Disclosure Agreement (NDA) Advanced gathering skills and
interrogation skills Ability to work independently - self-started
and proactive Excellent, communication, conflict management,
collaboration and influence skills PHYSICAL REQUIREMENTS:
Constantly perform desk-based computer tasks. Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp
lightly/fine manipulation, grasp forcefully, use a telephone,
sort/file paperwork or parts, lift/carry/push/pull objects that
weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.
- Consistent with its obligations under the law, the University
will provide reasonable accommodation to any employee with a
disability who requires accommodation to perform the essential
functions of his or her job. WORK STANDARDS: Interpersonal Skills:
Demonstrates the ability to work well with Stanford colleagues and
clients and with external organizations. Promote Culture of Safety:
Demonstrates commitment to personal responsibility and value for
safety; communicates safety concerns; uses and promotes safe
behaviors based on training and lessons learned. Subject to and
expected to comply with all applicable University policies and
procedures, including but not limited to the personnel policies and
other policies found in the University's Administrative Guide,
http://adminguide.stanford.edu . Additional Information Schedule:
Full-time Job Code: 4103 Employee Status: Regular Pay Grade: F
Requisition ID: 91007 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Keywords: Stanford Medicine, Santa Clara , Administrative and Event Coordinator, Administration, Clerical , Santa Clara, California
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