Program Coordinator - Center for Professional Excellence & Inquiry (CPEI) Department (1.0FTE, Days)

Category: Administrative Support
Job Type: Full-Time
Shift: Days
Req: 18040
FTE: 1

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 Program Coordinator is responsible for operational issues related to supporting programs/activities, including, but not limited to, overseeing and coordinating the day-to-day operations and resources. Serves as a resource for staff, faculty, outside agencies/institutions, and customers. Serves as a resource for marketing, communication, tracking programmatic statistics, and logistics for various projects. The coordinator will support the Manager and Director in working on multifaceted programs in alignment with evidence-based practice and research. Coordinating the programs, including scheduling, maintaining calendars, website updates, financial accounting, coordinating conferences, and managing travel arrangements. Resolves frequent routine problems and conflicts that arise as appropriate. Collaborates with others, exercises organizational skills, in coordinating events/departmental activities. Plans and carries out assignments that are complex with minimum supervision.

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.

  • Subject matter expert in managing contracts with LPCH and Stanford. The work involves creating, analyzing, and maintaining a new way to streamline contract services. 

  • Create, manage, and maintain the schedule for multiple programs

  • Manages all data analysis for the multiple programs needs. This involves analyzing and determining required reports and collaborating with multiple partners to create the necessary reports.

  • Build relationships and coordinate with internal and external vendors on the necessary training activities for all CPEI programs.

  • Facilitate and analyze budgeting activities to optimize programs.

  • Creates and manages complex programs, spreadsheets, databases, reports, queries, charts, etc., based on department projects or activities/objectives.

  • Coordinates and organizes special events, conferences, and meetings (staff and patient-focused), including planning, facilitation, and implementation.

  • Analyze and compile recommendations for program changes to improve the management of complex systems.

  • Organizes projects as they arise, analyzes, provides direction regarding additional areas of opportunity, and presents results.

  • Collaborates with internal/external stakeholders and coordinators to integrate programs and structures to support CPEI. 

  • Designs and creates templates, standardized processes, and tracking of programs/activities. 

  • Manages project schedules and program resources by coordinating activities and ensuring project phases are documented appropriately and completed within the designated time allotment.

  • Coordinates and organizes special events, conferences, and meetings (staff and patient-focused), including planning, facilitation, and implementation.

  • Prepares agenda for meetings; manages department database updates and creates monthly reports specific to departmental/unit operations and activities

  • Collaborates with manager to optimize efficient workflows for programs.

  • Assists in building budget and reconciliation for program/activity expenses.

  • Develop and maintain business book describing the structure and process for each program.

  • Maintains filling system, office logistics, and records for the office.

  • Processes contracts and equipment transactions, including purchase orders and requisitions.

  • Reviews invoices to ensure that items are correct in the description, quantity, unit price, and total price.

  • Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of policies and procedures

  • Develops programs compliance and analysis results 

  • Collaborates with Managers, Directors, stakeholders, and others to optimize efficient workflows for program management.

  • Provides administrative coordination to the program, such as coordinating work meetings and conferences for staff.

  • Organize work and coordinate duties with team members to maximize departmental effectiveness and efficiencies.

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: Bachelor's degree.

Experience: Three (3) years of experience in a related work area.   

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 computer skills; MS Office (Word, Excel, Access, PowerPoint, and Outlook).

  • Knowledge of word processing, spreadsheet, email, and database software programs

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

  • Knowledge of hospital record keeping systems.

  • Knowledge of the administrative processes and flow of paperwork within Stanford Children's Health.

  • Ability to learn and manage websites.

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

  • Ability to assign and schedule work

  • Ability to coordinate complex events

  • Ability to function effectively as a team player.

  • Ability to multi-task and change priorities regularly.

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

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

  • Ability to field phone calls and answer questions.

  • Ability to communicate effectively to achieve and maintain positive working relationships with coworkers.

  • Ability to learn and interpret hospital policies.

  • Skilled in organizational and general office skills.

  • Skilled in customer service.

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): $71,988.80 to $95,503.20

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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