Senior Administrative Coordinator

Job Opportunity!

The Department of Pathology is seeking a temp hybrid Senior Administrative Coordinator!

About the Position

The Department of Pathology at Stanford University’s School of Medicine is seeking a temporary Senior Administrative Coordinator to provide administrative management and clinical operational support under limitedsupervision. In this position, the Senior Administrative Coordinator will work closely with Project Administrative Manager to support a variety of departmental functions such as management oversight of clinical adminitration, QGenda clinical scheduling, event management, faculty onboarding coordination, budget support, and project administration, etc. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. Prior experience in operation management, QGenda, complex scheduling, and event managment is highly desirable.

Job Duties

• 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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Positions at this level also include one or more of the following duties:
• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Responsible for leading the administrative functions of a program or unit.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.
• Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
• Provide comprehensive support to clinical administrative team and clinical faculty across assigned functional areas.
• Coordinate clnical administrative support, clinical activities, and departmental events.
• Maintain accurate records, data tracking, and reporting using, QGenda, Google Suites, Smartsheet, Qualtrics, Microsoft 365, and Excel.
• Demonstrate excellent customer service, professionalism, and initiative in daily interactions.
• Perform other duties as assigned to support departmental operations.

*Other Duties may also be assigned

Desired Qualifications

• Demonstrated experience in administrative coordination, project management, event management or clinical operations.
• Strong written and verbal communication skills, with the ability to draft professional correspondence.
• Proficiency in QGenda, Google Suites, Smartsheet, Qualtrics, Microsoft 365, and Microsoft Copilot.
• Ability to work independently and collaboratively in a fast-paced environment.
• Education: High school diploma and six years of administrative experience, or combination of education and relevant experience.

Work Conditions:

• Appointment Length: 3 Months - 8 Months
• Schedule: 40-hours
• Work Arrangement: Hybrid
• The expected pay range for this position is $23.59- $49.69

Pay: $23.59 - $49.69 per hour

Work Location: Hybrid remote in Palo Alto, CA 94304

Salary : $24 - $50