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Administrative/Program Coordinator

Employer
Stanford University
Location
Stanford

Job Details



Administrative/Program Coordinator

Stanford University

Job Number:
88197

The Stanford School of Medicine Anesthesia Informatics and Media Lab (AIM) includes projects that span education, clinical informatics, and mobile computing in medicine. Our goal at the AIM Lab is to focus on innovative user-centered solutions to healthcare IT. Our work has been honored by funding and awards from the Agency for Healthcare Research Quality, IARS, Society for Technology in Anesthesia, and Medicine 2.0, among others. We are seeking an Administrative Associate to support the lab, primarily the education programs, to join our team on a full-time basis.

The programs of the AIM Lab are both internal and external. Internally, we work on department related projects to enhance our anesthesia residents' education. These projects include an online library of past recorded lectures, a website featuring key anesthesia related content, an in-person monthly course for resident interns and ongoing support for our residents. Externally, a key project of the AIM Lab is the Learnly umbrella of products which includes a one-year curriculum designed to provide CA-1 residents with competency in the anesthesia basic sciences and a one-year program during internship that is designed to help incoming residents feel more prepared to begin anesthesia residency training. Learnly is used in over 40 residency programs across the country and around the world. Another program of the AIM Lab is the Stanford Science, Technology and Medicine Summer Program. Our two-week program aims to help high school and undergraduate students pursue careers in health care and become compassionate caregivers. They explore a range of topics including 3D printing and simulation.

You'll be joining a diverse team with a broad range of skills. We believe in daily stand up meetings, and learning from each other. No two days are the same in the lab, as you'll be working on a wide range of administrative responsibilities with opportunities to use your experience and skills to contribute to the development of AIM Lab projects and education for Anesthesia residents.

Duties Include:
  • 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.
  • Provide administrative support for the direct integration of technology into programs, assess the need of trainings, and develop innovative uses of technology for research, student learning, and community building.
  • Assist in developing relationships with service providers throughout the university and encourage faculty and students to adopt the use of computer technologies in their teaching, learning, co-curricular activities, or research.
  • 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.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:
  • Knowledge of educational applications of social media
  • Excellent oral and written communication skills
  • Excellent customer service skills
  • Ability to work collaboratively and in a positive manner with others
  • Ability to define and solve logical problems for customer service issues.
  • Nice to have: knowledge of social media, marketing analytics, Tableau, SQL database.
  • Bachelor's degree preferred.

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.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Knowledge of current software and design standards for email communications, such as Microsoft Outlook and Microsoft Suite of products (e.g. Word, PowerPoint, Excel).
  • Knowledge of online communication platforms for newsletters, such as Infusionsoft or Campaign Monitor.
  • Ability to define and solve logical problems for technical applications.
  • Ability to plan, design, develop, and evaluate engaging multimedia learning/training objects.
  • Ability to problem-solve effectively, often with limited time and information.
  • Ability to prioritize and multi-task.
  • Ability to work collaboratively and in a positive manner with others and to provide excellent customer service skills.
  • Excellent oral and written communication skills.
  • Demonstrated success in following through and completing routine tasks.

PHYSICAL REQUIREMENTS*:
  • Constantly perform desk-based computer tasks.
  • Frequently sitting, grasp lightly/fine manipulation.
  • Occasionally stand/walk, lift/carry/push/pull objects that weigh 11-20 pounds.
  • Rarely writing by hand, use a telephone

* - 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.

WORKING CONDITIONS:
  • Extended hours and weekends.
  • Occasional overnight travel.

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.
Additional Information
  • Schedule: Part-time
  • Job Code: 4102
  • Employee Status: Regular
  • Grade: E
  • Requisition ID: 88197


Job:

Location: School of Medicine, Stanford, California, United States
Schedule:
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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