Administrative Associate/Fellowship Coordinator

Location
Stanford
Posted
Jun 23, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate/Fellowship Coordinator

Job Number:
75416

The Division of Cardiovascular Medicine (CVMed) within the Department of Medicine is seeking an Administrative Associate 2. This is a hybrid position that will function as both an Administrative Associate and Fellowship Program Coordinator.

The Administrative Associate portion of this position will serve primarily within the Interventional office and will execute the general administrative duties listed below for CVMed's Interventional faculty reporting to the administrative lead position. In addition, this position will serve as the administrative backup to the other Administrative Associates housed within CVMed.

The Fellowship Program Coordinator portion of this position will execute the duties listed below under the supervision of CVMed's Lead Fellowship Program Coordinator.

Duties include:

Administrative Associate
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies
  • Maintain office supplies and equipment; obtain vendor quotations, as needed.Coordinate office moves
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training
  • Maintain approved content on websites
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support
Fellowship Program Coordinator
  • Review and evaluate applications for completeness; compile recruitment information, distribute applications, notify applicants of decisions for interview
  • Compile reports using knowledge of residency software. Enter rank order list, maintain residency matching, resident wish list
  • Maintain confidential resident/fellowship files and monitor records of resident/fellow attendance for all required educational activities, including conferences and other didactic experiences
  • Track work hours, resident activities and schedules; Maintain, update and distribute resident rotation, vacation and leave schedules in electronic systems. Verify trainees' status and activities as needed
  • Monitor and document the residency/clinical fellowship evaluation process.
  • Communicate regularly with residents/fellows and faculty regarding the daily activities, such as conference and grand rounds announcements
  • Provides administrative support to Program Director including scheduling of student meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports
  • Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events
* - Other duties may also be assigned


EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • Proficient computer skills and demonstrated experience with office software and email applications
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail
  • Strong verbal and written communication skills
  • Excellent customer service and interpersonal skills
  • Ability to prioritize and multi-task
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 (from JDL)
  • 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




Job: Administration

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.






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