Education Program Assistant

Stanford, California (US)
01 Mar 2019
End of advertisement period
01 May 2019
Contract Type
Full Time

The Department of Medicine seeks a highly motivated Education Program Assistant (Administrative Associate 2) to provide exceptional support to the Division of Primary Care and Population Health (PCPH).

The Education Program Assistant independently and expeditiously manages multiple and competing responsibilities where a high degree of judgment and discretion is involved to resolve problems and make decisions, and also collaborates as a member of the education team to plan, develop, implement, and support education programing in the division. Under minimal supervision, the Education Program Assistant creates, maintains and organizes documentation, updates databases, and manages communications with faculty, learners, staff, and the community.

The individual supports the education and community engagement missions of the division by managing front-line communications, tracking program requirements, and coordinating events. Other duties will be assigned as needed.

About the Division:
PCPH is the clinical and academic home for family medicine, general internal medicine, geriatrics and palliative care. Our shared mission is to serve our community through caring, learning, and innovation for the whole person through all stages of life, and our vision is to reinvent health care by innovating higher value care for our patients and their families, to be national leaders in disseminating what we learn, and to inspire the next generation of primary care and population health scholars and leaders.

Education Program Assistant duties include: 

  • Respond to general internal and external inquiries regarding PCPH Education Programs. Serve as a resource regarding a defined set of policies and procedures.
  • Maintain contact and coordinate with internal partners such as SHC and other department and school education programs. Field questions and provide front-line communication support for PCPH medical education program volunteers.
  • Perform duties associated scheduling, organizing, coordinating, and operating education program and community engagement meetings, webinars, conferences and other events; creating marketing materials and serving as liaison with internal and external vendors.
  • Provide dedicated on-campus and online support for technical set up and troubleshooting for talks from visiting scholars and community partners including, PowerPoint, tele and video-conferencing and video recording.
  • Maintain accurate information in internal databases; conduct data entry; process and format reports; process and track requests for program updates and changes.
  • Create meeting agendas, emails to program participants, and conference materials. Literature review and curation of seminal pre-reading. Compilation of documents for orientation events.
  • Monitor and update program calendar. Resolve calendaring conflicts for regular team and program planning meetings.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain education office and program supplies and equipment.
  • Maintain approved content on websites.
  • May guide and train student and/or contingent workers including coordinating with faculty to schedule, assign and prioritize workloads, set appropriate deadlines, and review work for quality and timeliness.

* - Other duties may also be assigned


  • Mission-driven, proactive, self-starter with an excellent sense of professionalism and duty to serve
  • Passion for making administrative operations run efficiently, effectively and transparently
  • Community and volunteer coordination
  • Experience working in a dynamic environment, and supporting high-performing individuals and teams
  • Bachelor’s Degree
  • 2+ years in an academic administrative program support role


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


  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.


  • 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 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,

Job Family: Administration
Job Series: Administrative Associate
Job Code: 4102
Grade: E
Exemption: Non-exempt
Schedule: Full-time