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Administrative Manager

3 months ago

Stanford, California, United States Lucile Packard Children's Hospital Full time
Administrative Support

1.0 FTE, 8 Hour Day Shift

At Stanford Children's Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

Job Summary

This paragraph summarizes the general nature, level and purpose of the job.

The Administrative Manager provides administrative support for the department performing general clerical and administrative duties. Serves as primary point of contact and a resource for the department, administrative staff, senior management, and a variety of outside agencies/institutions in resolving issues. Manages the day-to-day operations and resources of the support staff in the department including. Writes correspondence, processes/prepares reports and presentations, and gathers background information. Prepares agendas and takes minutes for distribution. Applies a detailed knowledge of the areas of assigned responsibility and a general knowledge of the department functions and its interrelation with the larger organization. Ensures the timely completion of work assignments in accordance with established timelines.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the hospital's policies and procedures, including its Service Standards and its Code of Conduct.
  • Manages and supervises administrative staff, work assignments, patient accounts, schedules, and staffing.
  • Coordinates recruitment of management and staff positions. Shares hiring decisions for administrative staff with senior-level hiring manager.
  • Collaborates in defining job roles/performance expectations for administrative staff. Monitors work-flow accordingly.
  • Establishes and communicates expectations, provides feedback, and manages aspects of performance and compensation, including annual performance and compensation reviews. In all mattes, consults with senior manager for input as well as considering and addressing feedback.
  • Evaluates individual and team competencies and implements action plans to improve skills and achieve high levels of performance.
  • Formulates and administers assigned budgets. Effectively utilizes all resources and pursues creative solutions to reduce cost and improve service levels.
  • Screens incoming calls for departmental staff. Handles calls not requiring personal attention. Relays information to appropriate individuals in a timely manner if needed.
  • Collaborates with other departments to optimize efficient workflow for front office systems.
  • Composes correspondence (e.g., letters, memos, reports, forms, etc).
  • Creates and maintains spreadsheets, databases, filing system, reports, queries, charts, etc based on department projects or activities/objectives.
  • Prepares periodic, recurring reports from files/database.
  • Processes supply and equipment transactions including purchase orders and requisitions.
  • Reviews invoices to ensure that items are correct in description, quantity, unit price, and total price.
  • Maintains inventories of supplies and equipment.
  • Provide executive support. Manages executive's calendar and serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive, including those of a highly confidential or critical nature. Prioritizes and determines appropriate course of action.
  • Supports special projects and executive-level presentations through research, data analysis, database management, report writing, and document creation.
  • Event planning. Coordinates and executes large and small events and meetings. Develops schedules, agendas, communications, and related meeting materials.
  • Supports operational and ad hoc needs of the Executive Office and PCS leadership team.
  • Other duties as assigned.
Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High school diploma or GED equivalent

Experience: 5 years of executive assistant/management experience.

License/Certification: None required.

Knowledge, Skills, & Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.
  • Knowledge of basic computer skills: MS Office (Word, Excel, PowerPoint, and Outlook).
  • Knowledge of computer systems and software used in functional area.
  • Knowledge of office procedures, equipment, and filing systems.
  • Ability to function effectively as a team player.
  • Ability to provide leadership and influence others.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to quickly learn department policies, procedures, goals, and services.
  • Ability to adjust communications to fit the needs and level of understanding of the receiver.
  • Ability to speak, read, write, and understand effectively at a level appropriate for the job.
  • Ability to field phone calls and answer questions.
  • Ability to multi-task and to change priorities regularly.
  • Skills: Time management.
  • Skills: Critical thinking
Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Pay Range

Compensation is based on the level and requirements of the role.

Salary within our ranges may also be determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data.

Typically, new team members join at the minimum to mid salary range.

Minimum to Midpoint Range (1.0 FTE): $83,761.60 to $111,103.20

Equal Opportunity Employer

L ucile Packard Children's Hospital Stanford strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements, and where applicable, in compliance with the San Francisco Fair Chance Ordinance.