Top Ambulatory Services Executive jobs in San Jose, CA

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.

Provides highly detailed and anticipatory executive support to the Senior Vice President and Chief Administrative Officer for Stanford Medicine Children's Health (SMCH) and Chief Executive Officer (SVP/CAO/CEO) of Packard Children's Health Alliance (PCHA) and manages and coordinates the day-to-day operations of the Office of the SVP/CAO/CEO. The position oversees various administrative and clerical responsibilities and provides project management for Ambulatory Services (the Department) including support of the PCHA. Represents the SVP/CAO/CEO and Department providing "high touch" customer service and interactions to internal and external constituencies and organizations including other SMCH departments, Stanford Medicine, Stanford Healthcare, Stanford University, PCHA, Packard Medical Group (PMG), physicians and clinical staff, administrative staff, representatives from regulatory agencies, members of various boards, and other stakeholders. Additionally, under the direction of the SVP/CAO/CEO, manages the day-to-day operations and administrative resources of the Department support staff. This role may support other leaders of Ambulatory Services and the Senior Leadership Team, as necessary.

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.

• Oversees and manages Ambulatory Services administrative staff, which includes hiring, training, evaluating and development of personnel.

• Coordinates Ambulatory Services hiring practices according to protocols established by Ambulatory Services leadership. May include maintaining database of candidates and acting as project manager for Panel Interviews.

• Advises, supports, assists, coordinates, and collaborates on special/strategic projects.

• Organizes, problem solves, raises issues, and integrates initiatives, solutions, and actions. Acts as an executive liaison to resolve problems and ensure successful implementation of initiatives.

• Provides highly detailed, anticipatory executive support, which includes, but is not limited to:

• managing the highly complex, confidential, and dynamic calendar

• coordinating synchronous and asynchronous meetings, including special events

• assembling background for meetings and events

• developing and distributing agendas

• ensuring connectivity for online meetings

• ensuring conference/meeting rooms are available, reserved, clean, have appropriate supplies and equipment, set up and broken down as needed for scheduled meetings

• preparing and distributing minutes

• integrating and tracking schedules including paid time off (PTO)

• providing necessary reminders to ensure timeliness and attendance

• providing front line professional reception services

• warmly greeting, welcoming, and attending to guests and functioning as the gatekeeper ensuring that only those issues that warrant attention are brought forward

• answering and screening phone calls in a friendly and discrete manner

• providing accurate directions and way finding instructions as necessary

• reviewing and triaging correspondences and drafting timely responses as appropriate

• arranging for travel and completing requests for reimbursement as appropriate; and,

• other related logistics

• Coordinates the day-to-day operations of the Office, including, but not limited to:

• assisting in the development and maintaining Department policies and procedures

• managing files, documents, supplies, and equipment

• managing and tracking vendor contracts and other 3rd party agreements

• delivering and promoting relevant Department communication as needed

• securing approval and signature on expenditures as needed

• coordinating and executing working meals and special events (e.g., retreats, conferences, workshops, presentations, Town Halls, appreciation/team building events, etc.)

• coordinating Department recruitment and hiring practices according to protocols established by Department leadership, SMCH Human Resources, and Stanford University

• forwarding situations and issues presented by faculty, staff, and external constituents to appropriate Department leadership, SMCH executives, and other staff for resolution

• investigating issues and problems as appropriate; drafting responses to urgent requests/issues

• acting as a liaison with the Stanford Medicine Children's Health, Stanford Medicine, and Stanford University community

• Manages Department project management function, including, but not limited to:

• planning and coordinating project activities to ensure goals and objectives of multiple and large projects are accomplished within prescribed timeframes and funding parameters

• assisting project sponsors with the development of project proposals, charters, timetables, plans , and communications

• monitoring all Department projects, developing tools and metrics to evaluate performance of target initiatives, tracking execution, identifying risks, and reporting on a routine basis

• assisting internal and external groups to optimize success of project deployment

• May supervise volunteers, interns, and/or student assistants.

• Provides cross coverage for PCHA and PMG Board of Directors Administrative Assistant Secretary, including developing agenda's, compiling speaker presentations, develop and distribute electronic meetings books for quarterly board meetings, maintain corporate documents and routine collaboration across LPCH and PCHA entities.

• Performs other job-related duties as assigned, including special projects and strategic initiatives

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 in healthcare or business administration, or related field.

Experience: Three (3) years of progressively responsible and directly related work experience.

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.

• High emotional intelligence with a strong ability to gain trust and develop effective long-term relationships

• 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 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): $83,761.60 to $111,103.20

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.