The Stanford Medicine WellMD & WellPhD team seeks an experienced, organized, and motivated Program Coordinatorto support the Executive Director and coordinate key strategic initiatives. The breadth of the Center's work and its many collaborators provides the Program Coordinator a broad view of Stanford Medicine along with the opportunity to engage with leaders from Stanford and beyond.
About Stanford Medicine WellMD & WellPhD: The Stanford Medicine WellMD & WellPhD Center was created in late 2015 and jointly funded by the School of Medicine, Stanford Health Care and Stanford Children's Health. Home of the first Chief Wellness Officer position at a U. S. academic medical center, the WellMD & WellPhD Center seeks to advance the well-being of physicians and those they serve, as well as the well-being of biomedical scientists and the beneficiaries of their contributions. WellMD & WellPhD focuses on increasing professional fulfillment and decreasing burnout amongst Stanford Medicine physicians and scientists through programs it designs and implements and through extensive collaborations with leaders across Stanford Medicine. In addition, the team is dedicated to equipping leaders at other organizations through educational programs, conferences, and scholarly publications, so more physicians and scientists can benefit.
About the role: The Program Coordinator, reporting to the Executive Director, has a key role in facilitating, organizing and improving the day-to-day functioning within the Center. In collaboration with the Executive Director, the Program Coordinator will provide coordination, support, and project management for the Center's goals, priorities, and metrics. This role will coordinate and integrate complex activities for the Center's team and multiple active sub-teams, which are the engine for the depth and breadth of the Center's work. The Program Coordinator will also work alongside Program Managers in coordinating key resources for Stanford faculty and educational offerings for physician well-being leaders around the world.
This is a busy and complex position requiring a high level of judgment, initiative, systems-thinking, attention to detail, project management, prioritization, follow-through, diplomacy, and confidentiality. The role provides a unique opportunity to work with world-renowned physicians and researchers, gain a broad perspective across Stanford Medicine, join and enhance a vibrant team culture, work alongside passionate colleagues, and provide valuable contributions to physician and scientist well-being.
About you: The successful Program Coordinator will be exceptionally organized, adept at creating and maintaining systems, flexible, customer-service oriented, highly motivated, and resourceful in navigating Stanford systems and complex organizations. You are expert at PowerPoint, Word, and Excel and experienced with databases. You are known for your professionalism, positive attitude, and high-quality deliverables. You are experienced in working with executive leadership, physicians, faculty, and senior staff and share our deep respect for physicians, scientists and their noble work.
Support for Executive Director:
Organize and track Center priorities and provide project management and administrative support for major deliverables.
Maintain and track Center goals and metrics. Monitor quarterly priorities and progress. Provide regular updates to Executive Director for use with Leadership Team.
Maintain dashboards of goals and metrics for reporting to Stanford Medicine executive leadership. Prepare reports for school and hospital leadership that match each entity's planning and reporting cadence.
Establish and maintain filing, retrieval, and follow-up tracking system for incoming requests from Stanford Medicine leadership and collaborators.
Lead administrative processes for coordinating and integrating complex activities for Center Team, Extended Center Team, and multiple active subteams. Design and maintain cadence of meetings, with understanding of subteam interdependencies. Develop and implement system for ensuring the outputs from individual subteams are shared with other relevant subteams to enhance the efficiency and effectiveness of the Center's overall work. Manage process for soliciting agenda topics and materials in advance of meeting. Compile and distribute materials before, during, and after meetings.
Create and/or edit presentations, documents, and correspondence for various leadership teams, committees, and courses. Independently format documents to improve readability, while maintaining standardized appearance consistent with Center branding. Proofread documents and correct errors in grammar, spelling, punctuation, and formatting. Ensure documents are highly polished prior to distribution to appropriate audiences.
Manage schedules, meetings, and ongoing team communications, as they relate to the established Center strategic priorities.
Plan and schedule Executive Director's calendar without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Coordinate activities, screen and direct queries, resolve problems that are administrative in nature.
Research topics relevant to task forces commissioned by the WellMD & WellPhD Center.
Participate in and maintain detailed records of select advisory board, working group, and task force meetings. Provide clear, concise, and actionable post-meeting information to supervisor and leadership. Record and edit meeting minutes, including tracking action items and following-up with assigned parties as needed.
Effectively represent the Center in the recruitment of new team members, including tracking pool of candidates, communicating with candidates, and scheduling interviews.
Act on behalf of Executive Director to establish priorities and identify and resolve problems.
Demonstrate professionalism in frequent interactions with all levels of faculty and staff within Stanford Medicine and with senior leaders from other academic medical institutions.
Support the WellMD & WellPhD Executive Director on special projects as assigned.
Educational Programs: With guidance of the Education Program Manager, coordinate WellMD & WellPhD's educational offerings, which draw leaders in physician well-being from around the world.
Communicate with course applicants, participants, and alumni. Triage incoming requests for Center's educational programs according to established priorities. Draft response correspondence, modifying and customizing the response based on the question. Independently answer and track queries from shared email inboxes, learning management system (LMS) and website. Interpret and apply guidelines and procedures; propose and implement revisions to procedures to create clear, efficient practices.
Establish and maintain e-mail tracking, filing, and retrieval system.
Maintain structure for materials related to complex courses with rapidly evolving versions to ensure single source of truth that is accessible to Course Directors and Education Program Manager. Oversee the production and distribution of final, polished course materials.
Plan and administer logistics for in-person and virtual courses.
Maintain LMS platform to support faculty and learners in international learning community and provide up-to-date documents and instructions to members as requested. Make recommendations for improvements.
Create and maintain databases and spreadsheets including but not limited to: profiling and tracking course applicants, course alumni, Center collaborators, and Stanford physicians and scientists utilizing internal programs. Collaborate with Education Program Manager to understand system requirements and make recommendations for system improvements and data utilization.
Programs for Stanford Physicians and Scientists: With guidance of the Program Manager or Executive Director, coordinate WellMD & WellPhD's program offerings to support Stanford physicians and scientists
Communicate with program applicants and participants. Triage incoming requests for Center's programs according to established priorities. Draft response correspondence, modifying and customizing the response based on the question.
Maintain structure for materials related to complex programs with rapidly evolving versions to ensure single source of truth that is accessible to faculty and Program Manager.
Plan and administer logistics for in-person and virtual programs, including registration, confirmation, and evaluation.
Housed at Center for Academic Medicine, 453 Quarry Road, Palo Alto. Occasional travel to other Stanford campus locations and off-campus locations for courses is expected.
Experience with Stanford systems preferred
Experience working with physicians or medical researchers and scientists
Knowledge of medical and academic research terminology
Experience with survey tools (e.g. Qualtrics), databases (e.g. Salesforce), and document-sharing platforms (e.g. Basecamp, Box, Google Workspace)
Intermediate (or higher) Microsoft Excel skills
Familiarity with higher education/continuing education/adult learning in virtual and in-person settings
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and six 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.
Proven success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent 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.
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
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?