Program Coordinator (Administrative Associate 3)

Stanford University, School of Medicine (Department of Ophthalmology) is seeking a Program Coordinator for the Oculoplastics team to provide administrative or operational support with limited supervision.

The incumbent will provide general support to the Oculoplastics Director’s clinical and research team, including managing email, phone, and voice messages. Examples of projects include:

• Work with Oculoplastics faculty to create and administer a summer internship for medical students.
• Coordinate Thyroid Eye Disease (TED) patients including referrals and collaboration with the Endocrine Clinic. This may include calling patients and being a liaison between scheduling teams.
• Work with Byers Surgery Scheduling team to help schedule patients at the Waverly Surgery Center. This would entail being a Liaison with both Waverly and BES Surgery Schedulers to set a date and confirm that the correct authorizations are in place. Ensure surgery checklist items are complete by working with the appropriate teams across the healthcare system.
• Coordinate conferences, journal clubs, dissection and injection courses, and other educational events.
• Coordinate correspondence with referring providers, including faxing of letters regarding patient status.
• Collaborate with Ophthalmology Department Communications lead and faculty to help create patient education videos and content. Additionally, help coordinate website updates for the overall Oculoplastics team and manage online sites. Oversee communications to referring providers and referral outreach.
• Schedule peer-to-peer consultations between insurance companies and Oculoplastics faculty.
• Coordinate patient disability paperwork with SHC clinic staff.
• Arrange travel and manage calendar and meetings.
• Manage and update curriculum vitae
• Act as liaison between internal department Visitor coordinator(s) to gather paperwork and ensure completeness of visiting applications. Oversee visitors to the oculoplastics service including students, visiting scholars, researchers, post-docs etc.
• Oversee coordination of oculoplastics resident rotation and fellowship program.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• 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 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) with limited 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.

• 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 and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

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

Knowledge, Skills and Abilities:

• 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.

• Excellent 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.