Education Program Assistant

Location
California, United States
Posted
15 Nov 2018
End of advertisement period
15 Jan 2019
Ref
81159
Contract Type
Permanent
Hours
Full Time

The Ophthalmology Department at Stanford University is seeking an Education Program Assistant to provide administrative and operational support under the supervision of the Residency Coordinator. The Program Assistant works as a team member to support administrative functions related to clinical education, guest lectures, and clinical rotations. The qualified candidate will possess strong organizational, time management, and communication skills

Duties include:

  • Coordinate and execute weekly Grand Rounds lecture series, this includes arranging meetings, scheduling rooms, managing equipment, ordering meals and assembling materials.
  • Coordinate and execute monthly hospital Call Schedule, including Resident and Globe Call.
  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Assist Coordinator to disseminate routine communications such as memos, notices, emails, and letters.
  • Process education program reimbursements, credit card transactions, review invoices for accuracy, and initiate purchase requisitions.
  • Order supplies for programmatic needs, such as Wet Labs, Research Projects, and Bay Area Ophthalmology Course.
  • Assist Coordinator with annual events such as Bay Area Ophthalmology Course, Graduation Day, Resident/Fellow interviews, and regular education committee meetings
  • May make travel arrangements as directed in compliance with unit, university, and sponsor policies.
  • Create and maintain process documentation and update as needed.
  • Assist Coordinator with onboarding incoming Residents and Fellows (parking permits, badges, etc.)

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Associate degree or higher or 2+ years’ experience in an office environment
  • Proficiency with Microsoft Word and Excel (basic spreadsheet comprehension)
  • Able to work in multiple desktop applications, computer literate
  • Has own transportation

EDUCATION & EXPERIENCE (REQUIRED): 

High school diploma or equivalent.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.

PHYSICAL REQUIREMENTS*: 

  • 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.

WORK STANDARDS: 

  • 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,http://adminguide.stanford.edu.