Administrative Coordinator

2 days ago


Palo Alto CA United States Stanford Blood Center Full time

The Division of Hospital Medicine, in the Department of Medicine, is seeking a highly motivated and talented administrative professional to join their team as an Administrative Coordinator (AC), (Administrative Associate 3). Under the general direction of the Administrative Manager, the AC will provide administrative and operational support to a rapidly growing Division. Responsibilities include managing the complex administrative needs of the Division Chief and Leadership, and updating and maintaining various Division databases, portals, and communication platforms. The AC may also assist with event coordination, processing financial transactions, and Division-related special projects. The candidate must be highly organized, detail-oriented, and able to multitask and work independently under limited supervision.

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 events 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 calendars 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.

DESIRED QUALIFICATIONS:

  • Exceptional organizational skills and attention to detail and accuracy.
  • Demonstrated ability to prioritize own work, multitask, and respect deadlines.
  • Excellent written, oral, and interpersonal communication skills.
  • Personal effectiveness and credibility.
  • Bachelor’s Degree.

EDUCATION & EXPERIENCE (REQUIRED):

  • High school diploma and four years of administrative experience, or a 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, multitask, 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, .
#J-18808-Ljbffr

  • Palo Alto, California, United States Department of Veterans Affairs Full time

    About the JobWe are looking for a highly organized and detail-oriented individual to serve as our Administrative Coordinator. In this role, you will be responsible for distributing workload among employees, balancing tasks, and making day-to-day adjustments in accordance with established priorities. Your exceptional leadership skills and ability to work...


  • Palo Alto, California, United States Ascend Talent Solutions Full time

    Job DescriptionWe are seeking an experienced Administrative Coordinator Specialist to join our team at Ascend Talent Solutions in Palo Alto. This is a part-time position requiring 20 hours of work per week.This role involves developing and managing office systems to provide a functional, cost-effective working environment. The successful candidate will...


  • Palo Alto, United States Ascend Talent Solutions Full time

    Our client is searching for a part-time Administrative Coordinator, onsite 20 hours per week in Palo Alto. The successful candidate... Effectively develops and manages office systems to provide a functional, cost-effective working environment. Anticipates potential system breakdowns or gaps in communication and takes action to correct and avoid. Recommends...


  • Palo Alto, California, United States Electric Power Research Institute (EPRI) Full time

    About UsThe Electric Power Research Institute (EPRI) is a leader in research and development for the global energy sector.Job SummaryWe are seeking an exceptional Administrative Assistant to provide top-notch support to our team. As an Administrative Assistant, you will be responsible for delivering administrative tasks with a high level of accuracy and...


  • Palo Alto, California, United States Palo Alto Community Child Care Full time

    Job OverviewPalo Alto Community Child Care is seeking a detail-oriented HR Administrative Coordinator to support our HR department in various administrative tasks.Key ResponsibilitiesMaintain accurate employee records, including personal information, employment history, and job details.Assist with recruitment efforts, including posting job openings,...


  • Palo Alto, California, United States MFSTalent Full time

    Company OverviewMFSTalent is a dynamic organization dedicated to delivering exceptional services to our clients. As an Administrative Operations Coordinator, you will play a vital role in supporting our team's efforts and contributing to the growth and success of our company.Job Description:This role requires a highly organized and detail-oriented individual...


  • Palo Alto, CA, United States Stanford University Full time

    Office of the Chair Program Coordinator (Administrative Associate 3) The Byers Eye Institute (Department of Ophthalmology) at Stanford University, School of Medicine is seeking a Program Coordinator for the Office of the Chair to provide administrative and operational support in a fast-paced and growing department. Reporting to the Chair’s Executive...


  • Palo Alto, California, United States Palo Alto Unified School District Full time

    Job SummaryWe are seeking an experienced Administrative Coordinator to join our team at the Palo Alto Unified School District. This is a critical role that requires a high level of initiative, judgment, and organizational ability.Key Responsibilities:Compose correspondence and memos from brief verbal instructions or notes.Take dictation that includes a...


  • Palo Alto, CA, United States Stanford Blood Center Full time

    The Byers Eye Institute (Department of Ophthalmology) at Stanford University, School of Medicine is seeking a Program Coordinator for the Office of the Chair to provide administrative and operational support in a fast-paced and growing department. Reporting to the Chair’s Executive Assistant and Project Manager, this role blends general administrative...


  • Palo Alto, California, United States East Palo Alto Academy Foundation Full time

    **About East Palo Alto Academy Foundation**We are seeking a highly skilled and organized individual to join our team as an Administrative Assistant. This is a part-time role (20 hours/week) that offers a competitive hourly rate of $25-$30, depending on experience.**Job Responsibilities**General Operations:Manage EPAAF shared calendars and provide scheduling...


  • Palo Alto, United States MFSTalent Full time

    Job DescriptionShift: Days - 8 hours, 40hrs/week Location: Onsite, Palo Alto, CA Compensation: $28 to $32 per hour Duties and Responsibilities Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive; accordingly, make decisions to page or contact the executive at off-site...


  • Palo Alto, United States MFSTalent Full time

    Job Description Shift: Days - 8 hours, 40hrs/weekLocation: Onsite, Palo Alto, CACompensation: $28 to $32 per hourDuties and ResponsibilitiesReceive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive; accordingly, make decisions to page or contact the executive at off-site...


  • Palo Alto, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a short term contract employment opportunity in Palo Alto, California, for an Administrative Support role. We operate within a dynamic and fast-paced industry where you will be responsible for handling a variety of administrative tasks.Responsibilities:• Handling email communication with efficiency and...


  • Palo Alto, United States TEKsystems Full time

    Description Duties include: - Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested...


  • Palo Alto, CA, United States Stanford University Full time

    Housed within the School of Medicine, the Stanford Center for Digital Health (CDH) leverages Stanford’s collective resources to innovate, enable, and collaborate with industry, academia, and government to accelerate digital health initiatives. At the CDH, our mission is to catalyze ethically responsible, scientifically rigorous research and educational...

  • Project Coordinator

    1 month ago


    Palo Alto, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a long-term contract employment opportunity for a Project Coordinator in Palo Alto, California. This role is in the industry of customer service and communication and will involve coordinating projects and activities, managing resources, and serving as a liaison to customers and other departments....


  • Palo Alto, United States Electric Power Research Institute (EPRI) Full time

    Job Title: Administrative Assistant Location: Palo Alto, CA Job Summary and Description: Provides administrative support to multiple departments/program research areas through partnership with Department/Program Manager. Performs a variety of administrative support to assist staff members with complex details and advanced administrative duties. Executes...


  • Palo Alto, CA, United States Stanford University Full time

    Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision. Duties include:  Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Perform duties associated with scheduling,...


  • Palo Alto, United States Matroid Full time

    About Matroid Matroid's computer vision platform empowers our customers to deploy cutting-edge AI to detect defects, anomalies, objects and events of interest in their video and images, on the cloud or on-premise, with the click of a button. Founded in 2016 by a Stanford professor, Matroid has a broad and rapidly growing set of customers in manufacturing,...


  • Palo Alto, California, United States Veterans Affairs, Veterans Health Administration Full time

    About the Role:We are seeking a highly motivated and organized Lead Program Support Assistant to join our team at the Department of Veterans Affairs Palo Alto Health Care System (VAPAHCS). This exciting opportunity involves providing administrative support to the Business Administration Service (BAS) and working closely with primary care teams, emergency...