Administrative Operations Coordinator (Hybrid Opportunity)
Stanford University
About this position
Position Description
ABOUT STANFORD NEPHROLOGY The Division of Nephrology is a rapidly growing division in the Department of Medicine at Stanford. Through its tripartite mission spanning research, education, and patient care, the division’s work supports the understanding and treatment of kidney disease here in the Bay Area and around the world. The Nephrology administrative team provides the backbone of support for faculty, fellows, postdocs, and staff, and is looking to expand its team to support the growing division. We are committed to a collaborative and supportive work atmosphere that values and provides opportunities for professional development and participation at the Department, School and University levels. The Administrative Operations Coordinator (AA3) will be responsible for providing a full range of support to the Division Director, Administrative Manager, Chief and Faculty. Primary duties include, but are not limited to program management, web maintenance, calendaring, travel arrangement and reimbursement processing, procurement and asset management, and event coordination. The administrator will also have versatility to support other endeavors within the division. The Administrative Operations Coordinator will work in a fast-paced environment and is expected to navigate changing priorities with a high degree of discretion and sensitivity under minimum supervision. The successful candidate will work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage when necessary. This hybrid position will support faculty on the main campus (medical center) and Research Park and is a great opportunity to gain exposure to a dynamic clinical and science-based department while contributing to every aspect of this world-changing enterprise. WHAT YOU’LL DO 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, coordinating logistics, and creating and managing event 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. 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. *-The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. WHO YOU ARE The ideal candidate possesses a passion for making meaningful change, building and improving processes to make coworkers and partners’ experiences more efficient and seamless, and is ready to work in an openly collaborative work environment. No candidate will meet every requirement. If you may be a good fit, we encourage you to apply. You are familiar with Stanford’s financial and administrative systems, including Smartsheet, Oracle Financials and more. Even if you are not familiar, a willingness and ability to learn these systems quickly is even more important You are an experienced self-starter. You have a history of identifying problems and barriers to successful work, and you take initiative to propose solutions. Your solutions are practical, and you plan for execution. You seek input into your own ideas, rather than instructions from others. You are a creative and collaborative problem solver. You have a track record of analyzing problems, extracting insights from different types of data, identifying and structuring key issues, and simplifying the approach to solving them. You use data to make decisions and are comfortable defining and testing your hypotheses around any topic, especially people operations and financial management. You are keen to try ambitious ideas to design and improve systems and processes that affect our team. You are versatile and are willing to roll up your sleeves. You love wearing multiple hats and the thought of switching from reconciling budgets to planning a TGIF event to processing reimbursements excites you. You are able to strategize and execute, and you are excited to execute on the finicky details in line with our “no task too small” culture. You care about the little things without losing sight of the big picture. You are a collaborative and inclusive teammate. You have experience building trust-based relationships and partnerships to deliver shared goals. You have a track record of teamwork and leadership, especially across different ways of working. You take ownership over multiple work streams, and demonstrate comfort amid ambiguity, proactivity, dependability, and a strong work ethic. You are flexible and committed to learning. You have a track record of seeking and learning from feedback. You can quickly pivot based on operational needs, and have demonstrated a growth mindset and comfort with change. You love improving processes and are comfortable and confident learning new tools, processes and ways of working. You are excited to learn and grow in the entire portfolio of people, finance, and administration, even as you deepen your existing core areas of interest/experience/specialization. You are an effective communicator. You have experience communicating in writing, documenting complicated processes in ways non-experts can understand, and clearly explaining the reason behind any changes to policy of procedure. You are capable of communicating effectively and compassionately both verbally and in writing to understand and advocate for competing needs, inquire about workarounds, and influence and persuade people. Why Stanford: Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more! DESIRED QUALIFICATIONS: Bachelor’s Degree with 2+ years of Admin experience in an academic medical institution. Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred. Ability to work independently, prioritize workload and meet strict deadlines. High level of attention to detail and accuracy. Demonstrated ability to act with tact and maintain confidentiality. Demonstrated problem solving and analytical skills. Demonstrated ability to work well with Stanford colleagues and clients and with external organizations. Experience with common productivity software (Microsoft Excel, Smartsheet, Oracle Financials). Experience with communications management (newsletter preparation and website maintenance). 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. Excellent 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. WORKING 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/. The expected pay range for this position is $39.20 to $45.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Why Stanford is for You Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form. Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. Additional Information Schedule: Full-time Job Code: 4098 Employee Status: Regular Grade: F Requisition ID: 108862 Work Arrangement : Hybrid Eligible
Qualifications
DESIRED QUALIFICATIONS: Bachelor’s Degree with 2+ years of Admin experience in an academic medical institution. Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred. Ability to work independently, prioritize workload and meet strict deadlines. High level of attention to detail and accuracy. Demonstrated ability to act with tact and maintain confidentiality. Demonstrated problem solving and analytical skills. Demonstrated ability to work well with Stanford colleagues and clients and with external organizations. Experience with common productivity software (Microsoft Excel, Smartsheet, Oracle Financials). Experience with communications management (newsletter preparation and website maintenance). 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. Excellent 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. WORKING 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/. The expected pay range for this position is $39.20 to $45.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Why Stanford is for You Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form. Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Job Location
🔍 School of Medicine, Stanford, California, United States