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Executive Administrative Coordinator, Emergency Medicine
2 months ago
Position Overview:
This role is situated within a hybrid work environment, balancing on-site responsibilities with remote work as needed.
Are you passionate about contributing to a collaborative team in a dynamic setting? If you are looking to grow within a prestigious institution, Stanford University School of Medicine offers a fulfilling opportunity.
The Department of Emergency Medicine is actively seeking an Executive Administrative Coordinator to assist faculty and the department's leadership in various administrative functions.
In this role, you will join a remarkable team in a vibrant and supportive atmosphere, providing essential administrative and operational assistance. This position demands precision, organization, initiative, adaptability, and the ability to work independently. The ideal candidate will demonstrate exceptional time management, communication skills, the capacity to prioritize tasks, and a genuine enthusiasm for working with diverse individuals.
Key Responsibilities:
- Act on behalf of the supervisor to establish priorities and resolve administrative challenges.
- Manage and execute tasks related to scheduling, organizing, and facilitating complex conferences, seminars, and events, including vendor coordination, material production, logistics administration, and budget management.
- Draft and compose documents and correspondence for various purposes, including presentations, course materials, grants, and reports; ensure thorough editing and fact-checking. Maintain and ensure the accuracy of content across departmental documents, reports, brochures, and digital platforms.
- Plan and manage calendars with minimal consultation, resolve scheduling conflicts, and arrange travel in accordance with university policies.
- Create detailed reports and spreadsheets utilizing specialized software and systems.
- Oversee and process a range of complex financial transactions; generate, monitor, and reconcile budget statements; investigate and resolve discrepancies. Assist with capital requests and vendor selection as needed.
- Coordinate and track the completion of routine maintenance services and manage office relocations or minor renovation projects.
*Additional duties may be assigned as necessary.
Qualifications:
High school diploma along with four years of relevant administrative experience, or a combination of education and experience.
Required Skills:
- Proficient in office software (Microsoft PowerPoint and Word) and email applications.
- Proven ability to follow through and complete projects successfully.
- Outstanding organizational skills and attention to detail.
- Strong verbal and written communication abilities.
- Excellent customer service and interpersonal skills.
- Capability to prioritize, multitask, and delegate effectively.
- Proactive approach and ownership of projects.
- Ability to exercise sound judgment and make independent decisions.
Preferred Qualifications:
- College degree.
- Demonstrated professionalism, flexibility, discretion, and diplomacy.
- Experience working collaboratively with colleagues and external organizations.
- Prior experience at Stanford University or in higher education is highly desirable.
- Familiarity with the organizational structure of academic medical centers is preferred.
Physical Requirements:
- Regularly perform desk-based computer tasks.
- Frequent sitting.
- Occasional standing/walking, reaching, and light lifting of objects up to 10 pounds.
- Rarely twist, bend, or kneel.
Work Standards:
- Exhibit strong interpersonal skills and the ability to collaborate effectively.
- Commit to a culture of safety and communicate any concerns.
- Adhere to all applicable university policies and procedures.
Compensation:
The anticipated pay range for this position is $33.17 to $43.75 per hour, reflecting the university's good faith estimate based on various factors including responsibilities, qualifications, and departmental budget.
Benefits:
Stanford University offers a comprehensive rewards package, which includes a range of benefits and resources for employees.
The duties outlined are typical for this classification and may vary based on departmental needs. Additional responsibilities may be assigned as necessary.
Stanford is an equal opportunity employer, committed to diversity and inclusion in the workplace.
