WellMD Center Administrative Associate

Feb 26, 2018
Institution Type
Four-Year Institution

WellMD Center Administrative Associate

Stanford University

Job Number:

The Stanford School of Medicine seeks an Administrative Associate to support the Chief Wellness Officer (CWO) and WellMD Center, a new and pioneering program among US academic medical centers and an international thought leader and research entity in the field of physician wellness. The Administrative Associate will provide administrative and operational support to the CWO, including coordinating event logistics, maintaining calendars, preparing reports and communications, and managing budgets and expenses. This position requires the ability to work independently and within a team of administrative peers and department staff. The Administrative Associate must also demonstrate diplomacy, judgment, initiative, and confidentiality at all times.

This is an exciting and innovative opportunity to support Stanford Medicine as it pioneers the field of physician wellness. Come make one of the best academic medical centers in the world even better!

Duties include:
  • Act on behalf of the CWO in regards to established strategies. Organize priorities and assist with workload to ensure established strategies are met.
  • Plan and coordinate event logistics for the WellMD Center, including room scheduling, event set up, catering, instructor confirmations, and marketing materials. Events include monthly Physician Wellness Committee meetings, Steering Committee meetings, and conferences as well as to-be-developed special events and new programs.
  • Oversee the CWO calendar, along with travel arrangements and meeting requests. Manage all travel related requests for the Well MD team. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Prepare plans, reports, and communications on behalf of the CWO. Assist leadership by proofing reports, writing or editing correspondence, and reviewing papers for publication. Submit grant applications, including NIH grants, written by WellMD investigators. Keep WellMD files up to date in Stanford Medicine Box.
  • Present quarterly budget updates and participation numbers. Support WellMD Center team by updating project logs, documenting minutes, and organizing plans and logistics for programs. Assist in the development of and administer WellMD physician surveys.
  • Oversee Travel and Purchase Card transactions and expenses. Manage expense accounts and monitor budgets. Identify opportunities to reduce costs and streamline processes. Processes expense reports.
  • Coordinate with appropriate service providers for set up, trouble-shooting, and service needs related to telephones, computers, and hand-held devices. Ensure all office equipment and supplies are replenished and available.
About Stanford University School of Medicine

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.

With over 2,000 faculty, each providing a unique mix of research, education and patient care effort, organized in 29 different departments and 9 different institutes and centers, supported by over 3,500 staff, occupying 2.5M square feet of academic space in over 80 buildings, and collectively generating about $2.4b in revenues, the Stanford University School of Medicine is a truly complex organization.

Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

Experience handling the administrative aspect of submitting grants applications written by the WellMD Center investigators, including NIH grants.


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

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • 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.
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, and 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.

  • 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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