Administrative Associate 3

The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition and the Stanford Medicine Children’s Health Center for Inflammatory Bowel Disease (IBD) and Celiac Disease are seeking a dynamic Administrative and Operations Coordinator (Administrative Associate 3). This role involves working directly with our IBD Medical Director, Jonathan Moses, MD, Celiac Disease Medical Director, Hilary Jericho, MD, MSCI, and Senior Program Director, Ashley Dunn, MPH, to provide high-level administrative and analytical support to the Center. The incumbent will manage committee meetings, organize the Center’s Research Seminar Series with nationally known speakers, and support core activities such as community events, retreats, and academic strategy meetings. Additionally, the role includes managing the Medical Director’s calendar, managing high-profile faculty recruitment, handling complex financial transactions, and maintaining essential administrative functions.

 

The ideal candidate will demonstrate exceptional organizational and communication skills, with a strong capacity for professional discretion and handling sensitive information. They should be proactive, dependable, and have proven experience in managing complex administrative tasks, solving operational issues, and applying analytical skills to develop and implement process improvements. Experience with financial transactions, website and social media management, and proficiency in data analysis and report preparation are also essential. The candidate must be adept at managing multiple priorities and collaborating effectively with diverse stakeholders, including faculty, staff, and external organizations.

 

Joining our team offers a unique opportunity to contribute to leading-edge research and innovative patient care initiatives. The Administrative and Operations Coordinator will work with top faculty, engage with national leaders, and play a crucial role in advancing the mission of transforming the care of children with IBD and celiac disease. If you are organized, proactive, and passionate about making a difference, we encourage you to apply!

 

The Stanford Medicine Children’s Health Center for IBD and Celiac Disease comprises a group of pediatric gastroenterologists and health care specialists focused on delivering the highest quality care for children. Our Center is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The goal of our center is to provide expertise in the diagnosis and management of IBD & Celiac Disease. As guided by the best available scientific evidence to enhance long-term health and quality-of-life, we seek to engage patients and families to participate in tailoring and maintaining a personalized therapy plan. Currently, we care for more than 700 pediatric IBD & Celiac patients from the Bay area, including Northern and Central Valley California, and surrounding states. Our outpatient office locations include: Palo Alto, San Francisco, Walnut Creek, San Jose, and multiple other satellite clinics

 

Duties include: 

 

Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

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.

Compose and draft documents and correspondence for presentations, course handouts, grants, 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 schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. 

Create complex reports and spreadsheets which may utilize specialized software and systems.

Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.

May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

 

 

 

* - Other duties may also be assigned

Responsibilities

Core Duties:

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling,organizing, and operating complex conferences, seminars, and events,including arranging with vendors for services, overseeing the productionand distribution of materials, administering logistics, and managingevent within budget.

• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Create complex reports and spreadsheets which may utilizespecialized software and systems.

• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.

• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education andExperience

High school diploma and four years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with officesoftware and email applications.

• Demonstrated success in following through and completingprojects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communicationskills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work toothers.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment inmaking decisions.