Program Coordinator

Company: Stanford Medicine
Location: San Mateo
Posted on: January 15, 2022

Job Description:

The Stanford Byers Center for Biodesign in the School of Medicine provides medical technology innovation training to teams of doctors, engineers and business students who identify a medical need, develop an invention to fill it, and create a plan for bringing the technology forward into patient care. Our mission is to train students, fellows and faculty in the Biodesign Process: a systematic approach to needs finding and the invention and implementation of new biomedical technologies. We are seeking a Program Associate (AA3) to provide administrative and operational support working under general supervision. This position serves an important role within the Center for Biodesign, interacting with all levels of faculty, biodesign industry leaders, trainees and staff. 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.
• Position will be expected to act as meeting coordinator on key events and to support the translational project manager as needed. Help ensure meetings are well orchestrated and within budget. Support logistics with regard to meeting guests/visitors and external speakers. Other responsibilities include managing parking and sending invitations.
• 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.
• Serve as Administrative Assistant for Executive Director. Oversee calendar, coordinate, and confirm meetings. Manage domestic and international business travel planning in compliance within university and sponsor guidelines and policies. Assist with communication with outside groups including sponsors, KOLs, VIPs, faculty leadership, global partners, and fellows and students.
• 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.
• Initiate photo library of translational program participants (panels, teams, program faculty). Perform basic research of other award programs to update key opportunities documents. share output with academic program team. * Other duties may also be assigned DESIRED QUALIFICATIONS:
  • Project and/or program management
  • Knowledge of University policies, procedures and systems EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong 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 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:
        • 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: Full-time
          • Job Code: 4103
          • Employee Status: Regular
          • Pay Grade: F
          • Requisition ID: 90871 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, San Mateo , Program Coordinator, Other , San Mateo, California