- Job Family: Administrative Services
- Reports to: Staff Service Manager
This paragraph summarizes the general nature, level, and purpose of the job.
Plans, coordinates, and participates in the performance of varied and responsible work in the administration, project administration and operation of specialized programs or projects. Provides varied and complex project administrative support and technical assistance to managerial staff (with a focus on assigned projects, programs and operations). These activities include budget preparation, reconciliation and monitoring; report preparation and conducting preliminary analyses and liaison with other project coordinators for coordinating and facilitating the smooth operation of projects.
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. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility entailed.
- Employees must abide by all Joint Commission requirements including, but not limited to, sensitivity to cultural diversity, patient care, patients’ 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.
- Employees must perform all duties and responsibilities in accordance with the C-I-CARE Standards of the Hospital. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions.
1) Plans, coordinates, and participates in the implementation of activities including, but not limited to: seminars, conferences, workshops, fairs and other related programs. Develops and coordinates new ideas and concepts for program themes. Coordinate all program logistics, materials and resources.
2) Provides administrative assistance to management staff within assigned areas to support the accomplishment of program objectives.
3) May provide work-lead direction and/or train others.
4) Plans, coordinates, and administers activities of assigned programs to include developing, implementing, and supervising related procedures, processes, services and systems. Train employees in proper methods and procedures and ensure correctness of work.
5) Advises manager as to the status of current activities and additional or expanded program requirements. Makes recommendations for solutions to problems identified.
6) Monitors and evaluates program effectiveness, investigate trends, and recommend and implement modifications to supervisor/manager to improve program effectiveness.
7) Coordinates and/or participates in a variety of public or agency facing activities including the preparation and planned release of documents, reports and related materials and responds to inquiries. Manages access to hospital regulatory and compliance software, manages the implementation of the hospital’s policy management tools and committees.
8) Maintains liaison with other programs, offices, and departments across SHC to coordinate program business and to accomplish program objectives. Interfaces with external organizations, such as Joint Commission and California Department of Public Health (CDPH), as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
9) Assists in the preparation of budgets. Monitors, verifies, and reconciles expenditure of budgeted funds as appropriate.
10) Prepares reports and conducts preliminary analyses setting forth progress and adverse trends. Provides input into appropriate program recommendations or conclusions.
11) Maintains files and records pertaining to various clinical locations and the hospital such as licenses to conduct business, city, county and state permits, and may prepare reports to requesting agencies.
12) Performs other related and incidental duties as assigned or needed.
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: Undergraduate degree from an accredited university
- Experience: 3 years of increasingly responsible administrative support experience with a focus on calendaring, supporting projects, monitoring and reconciliation and report preparation, large meeting organization, etc.
- License/Certification: None required.
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 practices, program, and/or administrative specialty.
- Knowledge of and proficiency in the use of Microsoft Office Suite applications and standard office equipment.
- Knowledge of English grammar, spelling, and punctuation.
- Familiarity and understanding of project management principles and practices.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
- Ability to organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Ability to communicate effectively, using C-I-CARE, both orally and in writing.
- Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
- Work is performed in a typical office environment with standard equipment and tasks. There may be some walking, standing, bending and carrying of light items such as papers and books. No special physical demands are required to perform the work.
- Some local travel may be required.
- Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.
RISK OF EXPOSURE TO BLOODBORNE PATHOGENS
- Category/Description: Category III - Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment