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Job Title: Administrative Associate / Program Coordinator

Client: Stanford-1400389

Duration: 1 year contract (possible extension)

Location: Pleasanton, CA

Pay Rate: $35 to $40/hr (W2)

Must Have Skill: 3-4 years of prior administrative assistant experience with event coordination in the medical or corporate field.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving administrative problems.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing production and distribution of materials, administering logistics, and managing events 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:

• 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.
• Exceptional organizational skills and attention to detail.
• 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 a 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.

Seniority Level:

Mid-Senior level

Employment Type:

Contract

Job Function:

Finance and Health Care Provider

Industries:

Hospitals and Health Care