Ob/Gyn Clerkship Coordinator

About the Role

The Department of Obstetrics and Gynecology seeks an Administrative Associate 3 to serve as Coordinator of the Core Clerkship program. This program provides one of the required Core Clerkship experiences for all MD and MSPA students in the School of Medicine, serving approximately 128 MD students and 24 MSPA students annually across 8 six-week rotation cycles. The Coordinator works closely with four MD Clerkship Directors and one MSPA Clerkship Director to ensure exceptional educational experiences across Stanford and partner hospital sites. This dynamic role is ideal for an organized, proactive professional who enjoys variety, problem-solving, and making a real impact on medical education.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair in establishing priorities and identifying and resolving administrative problems.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging vendor services, producing/distributing materials, managing logistics, and staying 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 ensure accuracy of content in unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendars with limited consultation, resolve conflicts, and arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software and systems.
• Oversee and/or process complex financial transactions; produce, monitor, and reconcile budget statements; research and resolve discrepancies. Assist with capital or special equipment requests and vendor selection.
• Coordinate and monitor routine maintenance services and plan minor renovation projects.
• May lead staff or supervise student/temporary workers, including scheduling, assigning workloads, setting deadlines, reviewing work, and providing performance feedback.

Requirements

• High school diploma and four years of administrative experience, or a combination of education and relevant experience.

Desired Qualifications

• General understanding of Obstetric and Gynecologic care within an academic medical center, and knowledge of OBGYN specialties.
• Experience in medical education administration or an academic medical center environment, with familiarity in medical student and/or physician assistant training programs.
• Experience with LCME accreditation standards and requirements.
• Knowledge of learning management systems (Canvas, MedHub, One45 preferred).
• Experience with QGenda or similar medical scheduling platforms.
• Strong multi-site coordination and project management skills.
• Ability to work effectively with diverse stakeholders, including students, faculty, residents, clinical site personnel, and outside vendors.
• Experience managing budgets and financial reconciliation.
• Strong communication skills with the ability to follow up persistently yet diplomatically on time-sensitive requests.
• Demonstrated flexibility and adaptability in taking on new responsibilities and evolving duties.
• Proactive, solutions-oriented approach with a willingness to take ownership of tasks without resistance.
• Track record of being a collaborative team player who responds positively to supervision and direction.
• Self-motivated professional who anticipates needs and takes initiative rather than requiring constant direction.
• Ability to embrace a "can-do" attitude and view expanding responsibilities as opportunities for growth.
• History of professional responsiveness to feedback and willingness to adjust approach as needed.

Skills

• 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, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in decision-making.

Physical Requirements

• Constantly perform desk-based computer tasks.
• Frequently sit.
• 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 25 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.

Work Standards

• Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• 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.