Administrative and Operations Coordinator

About the role

The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition and the Stanford Medicine Children’s Health Center for Inflammatory Bowel Disease (IBD) and Celiac Disease are seeking a highly motivated and proactive Administrative and Operations Coordinator.

Responsibilities

• 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 event within budget.
• Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) 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.
• Coordinate and monitor routine maintenance services completion.
• Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Requirements

• Prior experience in editing papers and has excellent communication – written, verbal and interpersonal.
• Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
• Demonstrated ability to take initiative.
• Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
• Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
• Prior experience working in an academic clinical setting.
• Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
• Prior experience working with a diverse population from all level.
• Demonstrated strong problem-solving skills.
• Careful attention to detail.

Qualifications

• Prior experience in editing papers and has excellent communication – written, verbal and interpersonal.
• Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
• Demonstrated ability to take initiative.
• Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
• Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
• Prior experience working in an academic clinical setting.
• Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
• Prior experience working with a diverse population from all level.
• Demonstrated strong problem-solving skills.
• Careful attention to detail.