Fellowship Coordinator/Administrative Associate
Fellowship Coordinator/Administrative Associate
Job Number: 76232
Stanford University, Department of Medicine is seeking a Fellowship Program Coordinator/Administrative Associate who will be under minimal supervision to provide administrative and operational support to the clinical fellowship program in the Division of Immunology & Rheumatology. Identify and resolve issues of limited scope within own work area using guidelines and standards. This position will also provide administrative support for the Division; responsible for planning and executing the coordination and logistics for large divisional events, act as the facilities/space coordinator and emergency preparedness coordinator.
The Division of Immunology & Rheumatology is dedicated to institutional and community commitment to the development of research programs at Stanford that focus on clinical immunology. The Division of Immunology and Rheumatology has a longstanding tradition of excellence in patient care, and is among the leading groups in the School of Medicine in cutting edge bench research, clinical trial investigation and outcomes assessment research.
- 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.
- Order office supplies, complete resident reimbursements and performs other duties as assigned.
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
- Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Provide backup to other administrative team members as needed.
- Strongly prefer candidates with prior Stanford Fellowship Coordinator and administrative experience.
- Excellent organizational skills and attention to detail.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information.
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
- Agile and quick learner who can adapt easily to Stanford specific software and clinically related software.
- Solid oral and written communication skills. Ability to work with all levels of faculty and staff, and handle diverse workload.
- Must have excellent customer service skills and ability to adapt to changing work environment.
- Proficient with Excel, Word and other applications required.
- Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines
- 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.
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.
Location: School of Medicine
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.