Administrative Support

1.0 FTE, 8 Hour Day Shift

At Stanford Children’s Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

Job Summary

This paragraph summarizes the general nature, level and purpose of the job.

The Administrative Assistant provides a variety of professional clerical and administrative support to a director/manager/supervisory level leader including managing email and calendar, organizing files and documents, assisting with budgets, contracts, and making travel arrangement. Maintains calendars and facilitates meetings for departmental management and staff. Performs work to maximize the efficiency of departmental operations (e.g., submitting tickets, ordering supplies, etc.) within scope of authority and established policy. Performs various administrative and office support duties in support of leader/department .

This Administrative Assistant will support the Program Manager for the Adult Congenital Heart Program. Here is a link to learn more about the program, Adult Congenital Heart Program - Stanford Medicine Children's Health (stanfordchildrens.org) (https://www.stanfordchildrens.org/en/services/congenital-heart.html) The Administrative Assistant for Adult Congenital Heart department will also:

• Assist with event execution by: arranging small and some basic medium-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members, independently; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues

• Handle correspondence and communication with patients, healthcare providers, and external stakeholders.

• Assist with department specific data maintenance and management by: leveraging advanced department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, independently; and formatting straightforward graphs, spreadsheets, and reports.

• Assist with information dissemination by preparing reports, presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables and documents related to healthcare program.

• Facilitate the work flow of the department by: assisting in the adaptation of relevant solutions standard requests and issues from department manager on an ad-hoc basis; assessing problems or questions to propose resolution, with guidance and learning about new staffing onboarding activities and assisting in execution, when necessary.

  Essential Functions

  The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.

  Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

  Must perform all duties and responsibilities in accordance with the hospital’s policies and procedures, including its Service Standards and its Code of Conduct.

• Schedules meetings and manages leader (s) and department calendar(s). Resolves calendar conflicts.

• Arranges meeting and special events including room scheduling, vendor liaison, organizing meeting/event materials, logistics for attendees etc.

• Participates in departmental meetings to achieve hospital and departmental mission, values, and goals.

• Creates and distribute meeting agendas and takes meeting minutes as needed.

• Perform various administrative and support duties (e.g., filing, copying, scanning, documenting etc.).

• C omposes and distribute correspondence (e.g., letters, memos, reports, presentations, forms, etc.).

• Completes ad hoc projects related to departmental operations.

• Maintains office supply inventory and orders additional supplies following established procedures. Orders supplies that are department specific and follows up on work orders.

• Completes expense reports and/or check requests and process invoices

• Reviews Purchase Orders and track project expenses.

• Screens incoming calls, messages, and mail for departmental staff. Relays information to appropriate individuals in a timely manner.

• Handles sensitive and confidential information with discretion and professionalism.

• Assist with the organization and coordination of department specific special or sponsored events, including conferences and employee engagement activities. Duties may include researching/compiling information; coordinating activities between departments and/or outside services .

• Submits facility and Information Services tickets based on departmental need

• Monitors department budget and reconcile spending card accounts regularly in accordance to established policy.

• Maintains department records (online & physical).

• Prepares ad hoc reports and visualization for department meetings and various other presentations. May assume responsibility for special projects relating to department functions.

• Arranges travel & travel accommodations in compliance with department, hospital, and policies.

• Specific duties and responsibilities may vary depending on department or program needs. Performs other duties as assigned.

  Minimum Qualifications

  Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

  Education: High School Diploma or GED equivalent required. College level course work preferred.

  Experience: One (1) year of directly related work experience required.

• 1-2 years of experience as an Administrative Assistant in a healthcare setting or related field preferred

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) preferred

• Data Entry and Data Integrity experience preferred

  License/Certification: None required.

  Knowledge, Skills, & Abilities

  These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

• Knowledge of general office procedures, equipment and filing systems

• Knowledge of standard business software: MS Office (Word, Excel, Access, PowerPoint, and Outlook) and Zoom.

• Skill organizing work and performing general office tasks.

• Ability to maintain confidentiality.

• Ability working with stakeholders, internal and external.

• Ability to adapt to changing priorities and multi-task.

• Ability to speak, read, write, and understand English effectively at a level appropriate for the job.

• Ability to function effectively as a team player.

• Ability to communicate effectively verbally and in writing.

• Ability to develop and maintain positive working relationships with coworkers.

• Ability to quickly learn department policies, procedures, goals, and services.

• Ability to field phone calls and answer questions.

  Physical Requirements and Working Conditions

  The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Pay Range

Compensation is based on the level and requirements of the role.

Salary within our ranges may also be determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data.

Typically, new team members join at the minimum to mid salary range.

Minimum to Midpoint Range (1.0 FTE): $74,464.00 to $93,080.00

Equal Opportunity Employer

L ucile Packard Children’s Hospital Stanford strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements, and where applicable, in compliance with the San Francisco Fair Chance Ordinance. REQNUMBER: 19763-1A