Office Manager - Information Services (1.0 FTE, Days)

Category: Information Technology
Job Type: Full-Time
Shift: Days
Location:  Menlo Park CA 94025
Req: 16060
FTE: 1

Information Technology

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 Office Manager for Information Services (IS) provides comprehensive administrative support and manages office operations for the Chief Information Officer (CIO) and IS department. Serves as the primary point of contact for internal and external stakeholders on all matter pertaining to the CIO. Serves and coordinates all joint functions of the IS leadership team. Clearly communicates information and manages information flow, ensuring the CIO and other IS leaders are up to date on critical information. Writes correspondence, processes/prepares reports and presentations, and gathers background information. Manages the day-to-day operations and support staff in the IS department. Applies a detailed knowledge of the areas of assigned responsibility and a general knowledge of the IS department functions and its interrelation with the larger organization.

 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.

  • Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CIO including those of a highly confidential or critical nature. Prioritizes and determines appropriate course of action, referral, or response, exercising judgement to reflect the CIO’s style and the organization’s policies.
  • Provides calendar management for the CIO and directs coverage of scheduling for other IS senior leaders as needed. Prioritizes inquiries and requests while troubleshooting conflicts. Make judgements and recommendations to ensure smooth day-to-day engagements.
  • Responsible for the analysis and creation of materials for key meetings. Develops agendas, communications, and related meeting materials.
  • Responsible for creating presentations supporting special projects and executive-level presentations. Creates and maintains spreadsheets, databases, filing system, reports, queries, charts, etc. based on department projects or activities/objectives.
  • Works closely with IS leadership and executive management teams across Stanford Medicine. Collects and prepares information for meetings. Composes and prepares correspondence as needed.
  • Creates agendas and takes/transcribes minutes in a manner that accurately document the meeting content. Coordinates and manages staff meetings which should include operational priorities and proactively prepare internal meeting materials presentations.
  • Composes correspondence (e.g., letters, memos, reports, forms, presentations) and departmental communications (both internal and external).
  • Partners with the IS communications resource and provides back up as needed.
  • Processes supply and equipment transactions including purchase orders and requisitions. Reviews supply orders to ensure that items are appropriate in cost and quantity.
  • Utilizes all resources and pursues creative solutions to reduce cost and improve service levels.
  • Oversees and manages administrative staff, which includes hiring, training, and development of personnel. Defines job roles/performance expectations for administrative staff. Evaluates individual and team competencies and implements action plans to improve skills and achieve high levels of performance.
  • Establishes and communicates expectations, provides feedback, and manages aspects of performance, including annual performance. Consults with senior manager for input as well as considering and addressing feedback.
  • Organizes and coordinates office operations for 350+ employees and contractors.
  • Coordinates administrative and technical onboarding of management and staff positions.
  • Ensures the timely completion of work assignments in accordance with established timelines.
  • Maintains office efficiency by planning and implementing office processes and workflows, and managing space planning, inventory, and equipment.
  • Collaborates with other departments to optimize efficient workflows for office and building operations.

 

 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.
 

Experience: Five (5) years of progressively responsible directly related work experience.

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 basic computer skills: MS Office (Word, Excel, PowerPoint, and Outlook).

  • Knowledge of computer systems and software used in functional area.

  • Knowledge of office procedures, equipment, and filing systems.

  • Ability to function effectively as a team player.

  • Ability to provide leadership and influence others.

  • Ability to communicate effectively, both orally and in writing.

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

  • Ability to adjust communications to fit the needs and level of understanding of the receiver.

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

  • Ability to field phone calls and answer questions.

  • Ability to multi-task and to change priorities regularly.

  • Skills: Time management.

  • Skills: Critical thinking

 

 Physical Requirements

 

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.

Equal Opportunity Employer

Lucile 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. 
 
 
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