The Stanford School of Medicine Research Office is seeking an Administrative Coordinator to provide administrative support for the Stanford Clinical Translational Science Award (CTSA) hub. Leveraging Stanford's combined strengths in fundamental discovery and translational research, the Stanford CTSA is enhancing and strengthening Stanford's clinical and translational research enterprise with the goal of improving human health locally and globally. Through funding from the National Institutes of Health CTSA Program, Stanford is actively engaged in a network of more than 50 medical research institutions (CTSA Program hubs) across the nation working together to improve the translational research landscape. Reporting to the CTSA executive director, the administrative coordinator provides critical support for a variety of key CTSA functions and units.
Major Responsibilities include:
Plan and schedule calendar(s) for key CTSA personnel with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Oversee scheduling for a variety of CTSA meetings including CTSA external advisory board, operations committee, and periodic meetings with key faculty and staff for all CTSA functions/units.
Compile and organize documents for external advisory board, bi-monthly staff meetings, quarterly operations committee, NIH site visits and evaluation reports. Draft correspondence regarding CTSA activities to provide updates for faculty and staff.
Support event planner to execute high quality meetings including: training programs for faculty and staff, external advisory board annual meetings, internal faculty and staff meetings, and marketing events to showcase the School of Medicine's research services for faculty and research staff.
Track and route NIH announcements and requests to relevant CTSA stakeholders.
Process travel reimbursements for key CTSA personnel, manage vendor contracts, honorarium and reimbursements for consultants and advisory members.
Manage list servs, office equipment spreadsheets, emergency contact lists, and other key information. Submit and follow-up with work orders, manage space inventory for staff of the Stanford CTSA hub at 800 Welch.
Assist with on-boarding new staff for the Stanford CTSA hub.
Prior work experience in academic health care setting
Prior experience with Stanford on-line ordering and financial reporting system
Knowledge of medical terminology
EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four 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.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong 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.
Ability to handle highly confidential material and provide a highly professional, courteous and efficient point of contact.
Must be able to work in a fast-paced environment.
Constantly perform desk-based computer tasks.
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, http://adminguide.stanford.edu
Location: School of Medicine, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.