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Program Coordination Specialist
2 months ago
About the Department:
The Stanford University School of Medicine, Department of Pediatrics is dedicated to enhancing the health of infants, children, and adolescents globally through pioneering medical care, research, training, and advocacy. Recognized among the nation's elite, the Department attracts a diverse group of medical students, interns, residents, fellows, and postdoctoral scholars from around the globe. The department offers a variety of training opportunities in general pediatrics, critical care, and pediatric subspecialties across multiple settings, including ambulatory, inpatient, and community environments. Our programs not only teach essential skills for future physician leaders but also encourage trainees to explore and cultivate their interests through basic science, clinical, and community-based research.
Position Overview:
The Program Coordination Specialist will provide support to various training initiatives within our office, encompassing categorical Pediatrics, Physician Scientist Track, Combined Pediatrics and Medical Genetics, Combined Pediatrics and Anesthesiology, Child Neurology, and Triple Board residency programs.
Key Responsibilities:
- Act on behalf of the supervisor or department manager to set priorities and address administrative challenges.
- Manage and execute tasks related to scheduling, organizing, and facilitating complex conferences, seminars, and events, including vendor coordination and budget management.
- Draft and edit documents and correspondence for presentations, course materials, grants, and reports, ensuring accuracy and clarity.
- Plan and manage calendars with minimal guidance, resolve scheduling conflicts, and arrange travel in accordance with university policies.
- Create detailed reports and spreadsheets utilizing specialized software and systems.
- Oversee and process various financial transactions, monitor budget statements, and resolve discrepancies.
- Coordinate routine maintenance services and assist with office relocations or minor renovations.
Qualifications:
Education & Experience:
A high school diploma combined with four years of administrative experience, or an equivalent combination of education and relevant experience.
Skills and Abilities:
- Proficient in office software and email applications with advanced computer skills.
- Proven track record of successfully completing projects.
- Exceptional organizational skills and meticulous attention to detail.
- Strong verbal and written communication abilities.
- Excellent customer service and interpersonal skills.
- Capability to prioritize tasks, manage multiple responsibilities, and delegate work effectively.
- Ability to take initiative and demonstrate ownership of projects.
- Sound judgment in decision-making processes.
Physical Requirements:
Regularly perform desk-based computer tasks, with frequent periods of sitting. Occasional standing, walking, and light lifting may be required.
Working Conditions:
All members of the Department of Pediatrics are committed to continuous learning and improvement, fostering a culture where diversity, equity, inclusion, and justice are integral to our work. The Department is dedicated to promoting anti-racism and equity through its policies and practices.
