Administrative Associate

Job Description:

Job Title Administrative Associate

Location: Palo Alto CA

Duration: 09 Months (Possibilities of extension)

The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented administrative professional to join their team as Program Coordinator, (Administrative Associate 3) a – Tri Valley. This position will report to the Program Manager and will work collaboratively with our faculty Program Directors. The Program Coordinator will manage the complex coordination needs of the Faculty Development Program, Jane Scholars Program, Mentorship and Advancement in Research and Training for Hospital Medicine (SMART-HM), and Division Wellness Program, in addition to providing administrative support at Tri-Valley. The candidate must be highly organized, detail oriented, and able to multi-task and work independently under limited supervision. This is a 1 year temporary position that has the possibility of converting to a full time, permanent role.

This exciting opportunity will require excellent judgement, communication, organization and time management, leadership and interpersonal skills, and the ability to take initiative. The successful candidate will work as part of a collaborative team and contribute to a positive and productive work culture.

Our Division is comprised of 130 faculty members (and growing) spanning 5 diverse clinical sections, across 3 facilities in the Bay Area (Health Care, Sequoia Hospital, and Tri-Valley). We are committed to excellence in clinical inpatient medicine, medical education, quality improvement, patient safety initiatives, and a broad research portfolio ranging from COVID-19 clinical trials to informatics and AI.

Duties include:

• 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.

• Requirements:
• Top 3 requirements to hire? 1. 3-4+ years of prior experience as an administrative assistant including scheduling and event coordination, 2. traits: Independent, accurate, organized. 3. College degree preferred

DESIRED QUALIFICATIONS:

• Master's degree in education, healthcare administration, or a related field
• 3-5 years of experience in program coordination, preferably in an academic medical setting
• Proficiency in data management and analysis tools
• Familiarity with academic medicine and faculty development programs
• Strong project management skills
• Exceptional organizational skills and attention to detail and accuracy
• Demonstrated ability to prioritize own work, multitask, and respect deadlines
• Excellent written, oral, and interpersonal communication skills
• Personal effectiveness and credibility

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

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.

Job Description:

Job Title Administrative Associate

Location: Palo Alto CA

Duration: 09 Months (Possibilities of extension)

The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented administrative professional to join their team as Program Coordinator, (Administrative Associate 3) a – Tri Valley. This position will report to the Program Manager and will work collaboratively with our faculty Program Directors. The Program Coordinator will manage the complex coordination needs of the Faculty Development Program, Jane Scholars Program, Mentorship and Advancement in Research and Training for Hospital Medicine (SMART-HM), and Division Wellness Program, in addition to providing administrative support at Tri-Valley. The candidate must be highly organized, detail oriented, and able to multi-task and work independently under limited supervision. This is a 1 year temporary position that has the possibility of converting to a full time, permanent role.

This exciting opportunity will require excellent judgement, communication, organization and time management, leadership and interpersonal skills, and the ability to take initiative. The successful candidate will work as part of a collaborative team and contribute to a positive and productive work culture.

Our Division is comprised of 130 faculty members (and growing) spanning 5 diverse clinical sections, across 3 facilities in the Bay Area (Health Care, Sequoia Hospital, and Tri-Valley). We are committed to excellence in clinical inpatient medicine, medical education, quality improvement, patient safety initiatives, and a broad research portfolio ranging from COVID-19 clinical trials to informatics and AI.

Duties include:

• 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.

• Requirements:
• Top 3 requirements to hire? 1. 3-4+ years of prior experience as an administrative assistant including scheduling and event coordination, 2. traits: Independent, accurate, organized. 3. College degree preferred

DESIRED QUALIFICATIONS:

• Master's degree in education, healthcare administration, or a related field
• 3-5 years of experience in program coordination, preferably in an academic medical setting
• Proficiency in data management and analysis tools
• Familiarity with academic medicine and faculty development programs
• Strong project management skills
• Exceptional organizational skills and attention to detail and accuracy
• Demonstrated ability to prioritize own work, multitask, and respect deadlines
• Excellent written, oral, and interpersonal communication skills
• Personal effectiveness and credibility

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

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.