Program Manager

California, United States
09 Nov 2018
End of advertisement period
09 Jan 2019
Contract Type
Full Time

Job Code: 4121
Job Grade: H

The Stanford Medicine WellMD Center seeks a highly energetic, creative, and organized program manager to help facilitate the development and implementation of new programs, resources, and projects in the field of physician wellness. The WellMD Center is an innovative and nationally recognized program with a mission to advance the well-being of physicians and those they serve. Our programs are designed to improve the culture of wellness, efficiency of practice, personal resilience, health and professional fulfillment of physicians

The program manager, reporting to the administrative director, supports the mission of the center, provides comprehensive project management, and shapes programmatic offerings and communication for Stanford physicians as well as external audiences. The WellMD program manager has a key role in organizing the day-to-day operations and implementation of these goals. In this role the individual would organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences. This position requires an individual with the initiative to recognize and meet new challenges and opportunities. Successful program managers will be highly organized, highly motivated, capable of working independently, and have exceptional analytical skills and aptitude, creative communication experience, an inquisitive mind with an eye for excellence, and experience working with faculty. Above all, they will be able to engage with world renowned faculty, and interact effectively with a wide range of diverse individuals at many levels, developing lasting relationships both internally and externally.

Specific duties include:

This position will play a key role in managing the changing and growing needs of operationalizing our center, developing and maintaining our centers communications, and redesigning and operationalizing our Center’s high-traffic website, while serving as the event operations/logistics lead for our most complex externally facing conferences and courses with responsibilities including project management, marketing, developing registration and payment solutions. The incumbent will manage communication, programs and events, day-to-day center operations, create and maintain reports and databases, and make recommendations to WellMD leadership to support and advance the mission of the center.


  • Organize and actively participate in strategic planning process, which will result in a large-scale communication strategy for the Center. Responsible for translating Center’s communication strategy into proposals for internal/external incoming/outcoming communication systems, channels, methods, and procedures/protocols. Responsible for developing and operationalizing communication solutions for the Center.
  • Develop and train other team members on website, communication protocols and communication channels.
  • Research and aggregate communication messages, using judgement to decide if message is aligned with the WellMD mission and should be featured. Messages may include announcements, events, research, awards, new initiatives, policies, etc. Determine best communication channel and audience for message. 
  • Independently develop and create messages, communication tactics, and communication plans to promote and advertise events and conferences to internal and national audiences. 

Programs & Events

  • Provide comprehensive project management for WellMD Center programs and events, including operating complex high-quality conferences, Stanford Medicine-based and national-facing educational courses ranging from a day to week in duration, programs working in collaboration with strategic partners. Oversee registration strategy and logistics, when applicable.

Database & Analytics

  • Collect and analyze data, create reports, review and explain trends as it relates to expenses, events, incoming/outgoing communications, and website. Formulate and evaluate alternative solutions and/or recommendations to achieve the WellMD Center’s mission and/or a specific strategic priority; including recommending a communication platform for the Center to use for communication to internal and external audiences.

Center Operations

  • Develop, revise, and implement procedures and protocols for office management, expense management, event management, incoming/outgoing communications management, and website management.
  • Analyze and interpret policies as they relate to center management, finances/purchasing, communications, and marketing.
  • Represent the Center as the subject matter expert in program/project management, communications (content and communication channels), and website management.
  • Train and monitor others on the team (AAs) to complete routine tasks in support of center, communication, and website.
  • Serve as the main point of contact for external/internal stakeholders and constituencies, including vendors, program participants, external high profile executives, and university partners. (Note: Relationship with vendors to include independently establishing relationships, managing, and selecting. Negotiating with vendors on pricing, if needed.)
  • Responsible for overseeing, monitoring and managing sections (i.e. equipment, food/catering, events, communications) of annual budget. 
  • Responsible for overseeing transactions made by team members and reconciling annual budget. Responsible for synthesizing and reporting budgeting trends to Administrative/Executive Director, making recommendations for budget adjustments. 
  • Responsible for researching solutions/vendors/resources, forecasting budget, making budget projections, and proposing/establishing a budget for novel project/program/events/expenses.
  • Oversee WellMD Center office space, workstations (including peripherals and other assets), storage, marketing materials, and supplies, complex office moves. Oversee administrative associates who provides support ordering and maintaining supply and material inventory, and coordinates complex office moves. Troubleshoot (including delegating) issues as they arise. 
  • Forecast, maintain, and monitor the Center’s facilities budget, including expenses made by team members. Reporting any predicted discrepancies to Center leadership.

* - Other duties may also be assigned.


  • Ability to work independently and in a teamwork environment, as well as have the ability to exercise decision-making skills, to prioritize workload and to manage multiple complex and concurrent projects. 
  • Astute attention to details, commitment to accuracy and integrity of all data, reports and communications. 
  • Outstanding research and organizational skills 
  • Exceptional communication (both oral and written), collaboration and presentation skills. 
  • Ability to manage multiple tasks and re-establish priorities as necessary. 
  • A demonstrated ability to be a self-starter with the ability to excel in a fast paced and deadline oriented environment. Must be a team player and willing to take on additional challenges if needed. 
  • A high degree of social facility in obtaining cooperation and support from a broad range of faculty, staff and individuals at all levels both within and outside the institution. 
  • Exceptional judgment and discretion in interacting with constituencies (internal and external) on sensitive political, fiscal and confidential issues. 
  • Ability to plan, direct, train and coordinate the activities of others to achieve timely results. 
  • Proficient in use of Microsoft Office Suite products including Word, Excel, Access, PowerPoint and Outlook. 
  • Solid understanding of trends in intranet and Internet communication and current web standards.
  • Computer knowledge and proficiency, (Mac/PC) including: knowledge of website management or other similar Content Management Systems, working knowledge of Adobe Creative Suite, working knowledge of email marketing systems.
  • Displays in-depth knowledge and understanding of social media platforms, their respective participants (Facebook, Twitter, Instagram, YouTube, Pinterest etc.) and how each platform can be deployed in different scenarios.


Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.


  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills. 
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing. 
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge and experience.
  • Ability to direct the work of others, for jobs requiring supervision.
  • Proficient in use of Microsoft Office Suite products including Word, Excel, Access, PowerPoint and Outlook. 
  • Computer knowledge and proficiency, (Mac/PC) including: knowledge of website management or other similar Content Management Systems, working knowledge of Adobe Creative Suite, working knowledge of email marketing systems.
  • Minimum 1 – 3 years electronic publication experience.
  • Demonstrated ability to communicate effectively both orally and in writing, to variety of key stakeholders, through multiple channels.
  • Demonstrated ability to effectively communicate information and ideas in written and video format.
  • Displays in-depth knowledge and understanding of social media platforms, their respective participants (Facebook, Twitter, Instagram, YouTube, Pinterest etc.) and how each platform can be deployed in different scenarios.


  • Constantly perform desk-based computer tasks. 
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone. 
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.


  • Occasional evening and weekend hours.


  • Fast paced environment, requiring teamwork, collaboration and flexibility. 


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • 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 learned.
  • 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,