The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition (Pediatrics GI Division) is seeking a Project and Event Coordinator (Administrative Associate 2) to provide administrative and operational support working under general supervision. The Pediatrics GI Division advances the treatment of pediatric gastrointestinal and liver disorders through the coordinated efforts of its patient care, research and educational activities. Gastrointestinal disease is one of the most common ailments affecting the health of infants and children worldwide. Currently, this program has ~30 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs which attracts leading candidates to their fellowship program.

The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.

The incumbent of this position will serve as a Project and Event Coordinator to primarily plan and organize ongoing events, seminars, conferences and meetings within the Division. Along with this, the incumbent will provide high-level of administrative support to the faculty members in most aspects of his/her administrative, educational, and research responsibilities. This position is critical as it provides a work environment that would allow our faculty members to focus on critical and strategic issues by knowing the operational aspects are being handled in an effective and efficient manner. The job responsibilities will involve problem solving of operational issues; handling sensitive and confidential information; serving as the liaison to the campus community, faculty, staff, and external organizations; managing the administrative and operational functions of events; and performing other administrative duties as assigned. Please refer to the duties listed below for more details.

Duties include:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

• Prior experience with event planning/coordination.
• Prior experience in updating website contents.
• Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
• Demonstrated commitment to projects and ability to take initiative.
• Demonstrated strong administrative and organizational skills.
• Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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.

CERTIFICATIONS & LICENSES:

None

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.

WORKING CONDITIONS:

• General office environment.
• Travel to/from campus locations.

Additional Information

Schedule: Full-time
Job Code: 4102
Employee Status: Regular
Grade: E
Department URL: http://pediatrics.stanford.edu/
Requisition ID: 84763