Operations Coordinator, Healthcare PWAC [Remote Eligible]

Job Summary Stanford University’s WellMD & WellPhD Center is seeking a part-time (60% FTE on average) Operations Coordinator (Administrative Associate 3) to provide administrative and operational support to the Healthcare Professional Well-being Academic Consortium (PWAC). This role is remote or hybrid and reports to the Administrative Director, Healthcare PWAC. Responsibilities Act on behalf of supervisor and faculty leadership to establish priorities and resolve administrative and operational problems. Triage all incoming requests for PWAC according to established priorities; establish and maintain a filing, retrieval, and follow-up tracking system. Arrange and attend meetings (typically 8am‑5pm PT via Zoom); record and disseminate clear meeting information; track action items and follow up. Create and maintain databases and spreadsheets for membership rosters, survey participation tracking, research project tracking; maintain program intranet and document sharing platforms. Oversee scheduling, organizing, and operating conferences, meetings, and events; arrange vendors, manage logistics, record notes, attendee feedback, and manage events within budget. Schedule meetings for individuals with conflicting schedules across time zones; identify technology solutions such as Zoom features, approved AI tools; arrange travel and reconcile post‑travel expenses. Compose and edit website content; maintain updates to website and document platforms. Create and edit reports, presentations, documents, and correspondence for leadership teams and working groups. Plan and schedule calendars without prior consultation, resolve conflicts, and arrange travel in compliance with policies. Process complex financial transactions, contracts, purchasing orders; produce, monitor, and reconcile budget statements; resolve discrepancies. Research and analyze relevant topics; compile materials for presentations; maintain library of physician wellness research and produce monthly briefings. Support collection, routing, approval, and tracking of research proposals, data requests, IRB applications, and grant opportunities. Demonstrate professionalism in interactions with all levels of faculty and staff within Stanford Medicine and with senior leaders from other academic medical institutions. Other duties may also be assigned. Location Remote eligible. On‑campus work location for hybrid employee may be available at 1520 Page Mill Rd. and/or the Center for Academic Medicine (Stanford Medicine campus). Desired Qualifications Bachelor’s degree. Experience with Stanford systems preferred. Experience working with physicians or medical researchers. Knowledge of higher education, academic medicine, and research landscape. Education & Experience (required) High school diploma and four years of administrative experience, or a combination of education and relevant experience. Knowledge, Skills, and Abilities (required) Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Excellent verbal and written communication skills, including technology usage (e.g., Slack, email). Excellent customer service and interpersonal skills. Ability to prioritize, multi‑task, and assign work to others. Ability to take initiative and ownership of projects. Ability to exercise sound judgment in making decisions independently. Physical Requirements Constantly perform desk‑based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects weighing up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. The University will provide reasonable accommodation to employees with a disability. Work Standards Demonstrate interpersonal skills to work well with Stanford colleagues and clients and external organizations. Promote a culture of safety: demonstrate commitment to personal responsibility and safety, communicate safety concerns, use and promote safe behaviors. Comply with all applicable University policies and procedures. Equal Employment Opportunity Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Additional Information Schedule: Part‑time Job Code: 4098 Employee Status: Regular Grade: F Requisition ID: 109284 Work Arrangement: Remote Eligible #J-18808-Ljbffr Inside Higher Ed