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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, education, and advocacy. Renowned nationally, the Department attracts a diverse group of medical students, interns, residents, fellows, and postdoctoral scholars from across the globe. Our programs provide a wide array of training opportunities in general pediatrics, critical care, and pediatric subspecialties, all within various settings including ambulatory, inpatient, and community environments. We emphasize teaching the essential skills for future physician leaders while encouraging trainees to explore and cultivate their interests through basic science, clinical, and community-based research.
Position Overview:
The role of the Associate Program Coordinator involves supporting multiple training initiatives within our office, which include categorical Pediatrics, Physician Scientist Track, Combined Pediatrics and Medical Genetics, Combined Pediatrics and Anesthesiology, Child Neurology, and Triple Board (Pediatrics, Child/Adolescent Psychiatry, and Adult Psychiatry) residency programs.
Key Responsibilities:
- Act on behalf of the supervisor or department head to set priorities and address administrative challenges.
- Manage and/or execute tasks related to scheduling, organizing, and conducting complex conferences, seminars, and events, including vendor coordination, material production, logistics administration, and budget management.
- Draft and edit documents and correspondence for presentations, course materials, grants, and reports; ensure accuracy and clarity in various unit documents, displays, reports, brochures, and online content.
- Plan and manage calendars with minimal consultation, resolve scheduling conflicts, and arrange travel in accordance with unit and university policies.
- Create detailed reports and spreadsheets utilizing specialized software and systems.
- Oversee and process various complex financial transactions; monitor and reconcile budget statements; assist with vendor selection and equipment requests.
- Coordinate routine maintenance services and plan office relocations or minor renovation projects.
Qualifications:
Education & Experience:
A high school diploma combined with four years of administrative experience, or an equivalent combination of education and relevant experience.
Knowledge, Skills, and Abilities:
- Proficient in advanced computer skills and experienced with office software and email applications.
- 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.
- Capacity to prioritize, multitask, and delegate work effectively.
- Ability to take initiative and assume ownership of projects.
- Capability to exercise sound judgment in decision-making independently.
Physical Requirements:
Constantly perform desk-based computer tasks, frequently sit, and occasionally stand/walk, reach above shoulders, and lift/carry objects weighing up to 10 pounds.
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, programs, and practices at all levels.
