Administrative Coordinator - Ambulatory Care

Stanford Health Care•Redwood City, CA

12d•$48 - $54•Onsite

About The Position

The Administrative Coordinator provides day-to-day administrative support and coordinating the operations and resources of the support staff in the Executive Administrative suite. The employee in the job independently plans and carries out assignments that are complex in nature, resolves frequent problems and conflicts that arise, and interprets policy as appropriate. The employee in the job collaborates with others, exercises self-direction and evaluates own performance to improve work habits, organizational skills and relationships with others. Additionally, this position is responsible for day to day operations, including the following: 1. Coordinate recruitment of management and staff positions. Collaborate in hiring decisions for administrative staff with Executive staff leadership. 2. Partner with appropriate senior management to define job roles and performance expectations for administrative staff; monitor work flow accordingly. Provide feedback regarding staff performance including annual performance and client feedback. Organize work and assign duties to administrative staff to maximize departmental effectiveness and efficiencies. Establish and monitor scheduling of staff and insure appropriate coverage for the Executive Administrative suite.

Requirements

Associates degree from an accredited college or university with the following experience
Minimum of 5 years of progressively responsible administrative/support/office management experience with 1 year of supervisory experience
Demonstrates excellent accuracy, attention to detail and proofing skills
Effectively maintains confidentiality of sensitive information.
Efficiently plans and organizes job responsibilities, striving to make the best use of time
Interacts with clients in a manner that promotes a positive professional image. Develops and maintains effective working relationships.
Effectively communicates and interacts with staff and members of the community from diverse backgrounds.
Ability to demonstrate business communication skills (verbal, written, listening, facilitating) including telephone techniques and etiquette
Ability to demonstrate customer service skills
Knowledge, understanding and ability to use English grammar, spelling, punctuation
Advanced knowledge and proficiency in use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required.
Demonstrated skill in exercising tact, diplomacy, courtesy and discretion in written and oral communication.
Self-directed, assertive and creative in problem-solving and systems planning.
Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy and poise.
Able to work effectively and collaboratively with a wide variety of internal and external customers.
Demonstrated ability to manage and prioritize multiple tasks, meet deadlines
Able to interact effectively with others to furnish and obtain information
Able to analyze, plan, organize and direct varied administrative functions independently.

Responsibilities

Effectively develops and manages office systems to provide a functional, cost-effective working environment.
Anticipates potential system breakdowns or gaps in communication and takes action to correct and avoid.
Recommends staff development opportunities. Implements action plans for team competencies to achieve high levels of performance.
Respecting specific support needs of the various executives, coordinates office coverage and maintains a high level of accessibility and support across the entire organization. Approves designated administrative staff time off and other scheduling issues and develops contingency plans to cover peak periods.
Develops solutions to team projects and encourage collaboration, teamwork and accountability to provide high levels of service to executives and visitors.
Develops and maintains a team commitment to role model behavior aligned with hospital vision and values.
Formulates and administers assigned budgets. Effectively utilizes all resources and pursues creative solutions to reduce cost and improve service levels.
Adheres to the policies and procedures of the Stanford Health Care organization.
Assumes responsibility for contributing in a positive manner to the department and hospital goals, and for continued self-development.
Follows departmental guidelines related to staffing and scheduling.
Other duties as assigned