Administrative Coordinator for the Stanford Cancer Survivorship Program
Job Code: 4104
Job Grade: G
The Cancer Survivorship Administrative Coordinator will provide administrative support for the Cancer Survivorship Program led by Lidia Schapira M.D. The Program on Cancer Survivorship is administratively situated within the Stanford Cancer Institute and is integrated into the activities of the Division of Medical Oncology in the Department of Medicine at Stanford’s School of Medicine and the clinical cancer center at Stanford Health Care. The Stanford Cancer Institute is one of only 49 NCI-designated Comprehensive Cancer Centers in the country. As a NCI-designated Comprehensive Cancer Center the Stanford Cancer Institute is a dynamic and stimulating place to work as it maintains the highest level of scientific rigor, institutional support and coordination for the complete range of cancer-related research, including basic, translational, clinical and population-based science. The Cancer Survivorship Program is part of the institute’s robust and integrated portfolio encompassing research, clinical care and community outreach and education.
The overarching goal of the Stanford Program in Cancer Survivorship is to improve outcomes for patients and caregivers throughout all phases of the cancer care continuum by advancing survivorship research, clinical care and education. The Program is ideally situated to maximally leverage Stanford’s unique strengths in science and patient care to assume a position of national leadership in the emerging field of Cancer Survivorship. The Program in Cancer Survivorship will accomplish its goals through cutting edge clinical, translational and behavioral research focused on a model of care that puts the patient and family needs front and center. These goals are aligned with Stanford’s commitment to providing precise and personalized care delivered with compassion.
The Cancer Survivorship Administrative Coordinator will provide complex administrative or operational support by overseeing various administrative areas in support of the Cancer Survivorship Program and Director. Responsibilities include, but are not limited to: taking the lead on and overseeing the annual and upcoming annual conference for the Program, managing and overseeing the design of an educational course on cancer survivorship for primary care physicians and other health care professionals that is being developed, managing several conference series and seminars, maintaining the Program website, and managing the Director’s complex calendar and travel.
- Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
- Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
- 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.
- Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. 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) without prior 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. Make recommendations based on reports.
- 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 complex office moves. Plan and coordinate routine remodeling and renovations.
- Analyze and review material and extract pertinent information for briefing purposes.
- Positions at this level also include one or more of the following duties:
- In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
- Responsible for leading the administrative functions of a program or unit.
- Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
- Serve as building coordinator.
- Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
* - Other duties may also be assigned.
Outstanding organizational and interpersonal skills, ability to work independently and to collaborate in team efforts, self-driven and curious with ability and interest in learning new skills and apply these to new projects. Must be able to handle multiple projects at the same time while meeting deadlines and remaining focused, since we are a small program that is expanding rapidly. Experience planning events from start to finish. Accurate, detail-oriented, with the ability to take initiative and ownership of projects. Demonstrated ability to handle sensitive issues and maintain confidentiality, and to perform duties with a high level of professionalism, flexibility, judgment, diplomacy and tact.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and six years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with office software and email applications.
- Proven success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent 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 making decisions.
CERTIFICATIONS & LICENSES:
- 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.
* - 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 (from JDL):
- 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.