Administrative and Event Coordinator
Company: Stanford Medicine
Location: Castro Valley
Posted on: January 11, 2022
The Stanford Medicine Industry Relations and Digital Health,
IRDH, Office seeks an experienced, organized, and energetic
Administrative Associate 3 (AA3) with a talent for creating
efficient systems and a keen eye for detail to provide
administrative and operational support with limited supervision. It
is an opportunity to join a pioneering team in a fast-paced
environment and contribute to Stanford Medicine's mission of
innovative research. This is a busy and complex position requiring
a high level of judgment, initiative, and follow-through.
The AA3, supporting the Exec Director of Industry Relations and the
Exec Director of Catalyst , has a key role in organizing the
day-to-day operations for the IRDH group office. Successful AA3s
will be exceptionally organized, highly motivated, customer-service
oriented, capable of working independently, and experienced working
with faculty, senior leaders, and physicians.
There are leading indicators that suggest health care is about to
experience a digital health wave that could very well revolutionize
the industry. Stanford Medicine is in the perfect position, with
our proximity to Silicon Valley, our deep ongoing relationships
with companies in many sectors, as well as our world-leading
physicians and faculty, to be a leader of this transition. Our
mission is to:
Ensure Stanford Medicine's preeminence in precision and digital
health by maximizing strategic partnerships with industry leaders,
thereby enabling faculty and physicians to make an even larger
impact on healthcare worldwide.
IRDH was created to serve as the front door for organizations
interested in exploring strategic relationships with Stanford
Medicine. We collaborate with key stakeholders and offices across
campus to plan and execute projects quickly and efficiently. By
joining the Industry Relations and Digital Health team you're
joining the front lines of an exciting revolution in health
The AA3 will engage with world renowned faculty and need to
interact effectively with a wide range of individuals at many
levels. This role will represent the IRDH office and the Enterprise
Strategy Team within Stanford Medicine.
- Act on behalf of the Exec Director Industry Relations and Exec
Director of Catalyst , and the IRDH Office in regard to
establishing priorities and identifying and resolving problems that
are administrative in nature.
- Independently schedule regular meetings for the IRDH Team of
approximately 7 people, and multiple external collaborations.
Schedule speakers, rooms, and equipment. Prepare documents and make
any other arrangements as necessary to ensure successful outcomes.
Attend meetings as requested to set up equipment and/or distribute
materials. Maintain an efficient and appropriate archival system
for all meeting and project materials.
- Provide support for other meetings, forums, retreats, multi-day
courses, advisory boards, and events hosted by the IRDH Office
- Plan and schedule calendar(s) with limited consultation,
resolve calendaring conflicts, and arrange travel in compliance
with unit, university, and sponsor policies.
- Oversee and/or process a variety of complex financial
transactions. Produce, monitor, and reconcile budget reports.
Research, identify, and resolve discrepancies. Submit and track
purchase requisitions, vendor agreements, and invoices. May assist
with capital or special equipment requests and/or vendor
- Compose and draft documents and correspondence for
presentations, course handouts, conferences, seminars, and reports.
Perform substantial editing and fact checking. Create, maintain,
modify, and/or ensure accuracy of content in various unit
documents, displays, reports, brochures, social media, and/or
- Plan and coordinate office moves and/or space and equipment
needs for the expanding team. Schedule and coordinate interview
- Provide support ordering and maintaining supply and material
- Create complex reports and spreadsheets which may utilize
specialized software and systems.
Stanford believes a diverse workforce is a strong workforce. We
encourage women and underrepresented minorities to apply.
- - Other duties may also be assigned.
- Experience on Stanford systems preferred.
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and four years of administrative
experience, or combination of education and relevant experience.
Two-year college degree or greater highly preferred.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Interpersonal and communication skills to work with physicians,
faculty, staff and students with tact and diplomacy.
- Fantastic written skills, ensuring the purpose/main
ideas/thesis is always clearly stated in documents.
- Advanced computer skills and demonstrated experience with
office software and email applications. Familiarity with both a MAC
and PC. Must be proficient with Word, Excel, PowerPoint, Outlook,
Google Suite, and ability to use various online software tools
(e.g., Lucidchart, Mural, etc.)
- Demonstrated success in following through and completing
- Excellent organizational skills and attention to detail.
- Polished verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, set goals and expectations,
and meet deadlines. Effectively communicating variance to deadlines
or expectations, when necessary.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions.
- Project management skills to ensure deadlines are met.
Understanding of the demands of executive level positions and the
ability to meet these demands with tact and diplomacy.
- Takes precaution and understands the importance of
projects/tasks that may be under privacy and/or a Non-Disclosure
- Advanced gathering skills and interrogation skills
- Ability to work independently - self-started and proactive
- Excellent, communication, conflict management, collaboration
and influence skills
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally 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 10 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 his or her job.
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
- Promote Culture of Safety: Demonstrates commitment to personal
responsibility and value for safety; communicates safety concerns;
uses and promotes safe behaviors based on training and lessons
- Subject to and expected to comply with all applicable
University policies and procedures, including but not limited to
the personnel policies and other policies found in the University's
Administrative Guide, http://adminguide.stanford.edu .
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Requisition ID: 91007As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
Keywords: Stanford Medicine, Castro Valley , Administrative and Event Coordinator, Administration, Clerical , Castro Valley, California
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