Program Coordinator (Remote Opportunity)

The Department of Psychiatry and Behavioral Sciences at Stanford University School of Medicine places high importance on advancing science and integrating our mission with those of clinical innovation and service, educational excellence, community engagement and commitment, and professionalism and leadership development. This approach allows us to change future understanding and practices in our fields of science, the health professions, and society at large. It is an approach that stretches the traditional boundaries of an academic department and acknowledges the interdependent nature of the five missions with which we are entrusted. For us, the vision affirms the diverse activities, past successes, and distinct career paths of our multidisciplinary faculty. It establishes a mindset that will help draw our people together to collaborate and combine efforts that are necessary in moving forward this full academic portfolio. Finally, it is a vision that provides an authentic rationale for growth in a number of critical areas arising in fields from basic science to public policy.

The Department of Psychiatry & Behavioral Sciences is seeking a dynamic candidate to fill the role of Program Coordinator. Reporting directly to the Education Program Manager, the Program Coordinator will provide administrative and operational support to the department’s Educational Programs.  In this role, the Program Coordinator will be expected to set up and monitor registration pages for all education and training events managed by the Education Core as well as assist in identifying space needs for educational and training events.  Additionally, the Program Coordinator will create and maintain presentation slides and informational sheets to share with faculty interested in developing registration-based education and training initiatives.  The position will also require the Program Coordinator to process all supplier requests, reimbursements, honoraria payments to external vendors and purchase orders as they relate to the work of the Education Core.

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

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. 

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:

This role is open to candidates anywhere in the United States. Stanford University has five Regional Pay Structures . The compensation for this position will be based on the location of the successful candidate.

The expected pay range for this position is $21.15 to $37.02 per hour. 

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.