Program Coordinator (Administrative Associate 3)

Job Description

Stanford University, School of Medicine (Department of Ophthalmology) is seeking a Program Coordinator for the Oculoplastics team to provide administrative or operational support with limited supervision.

The incumbent will provide general support to the Oculoplastics Director’s clinical and research team, including managing email, phone, and voice messages. Examples of projects include:

• Work with Oculoplastics faculty to create and administer a summer internship for medical students.

• Coordinate Thyroid Eye Disease (TED) patients including referrals and collaboration with the Endocrine Clinic. This may include calling patients and being a liaison between scheduling teams.

• Work with Byers Surgery Scheduling team to help schedule patients at the Waverly Surgery Center. This would entail being a Liaison with both Waverly and BES Surgery Schedulers to set a date and confirm that the correct authorizations are in place. Ensure surgery checklist items are complete by working with the appropriate teams across the healthcare system.

• Coordinate conferences, journal clubs, dissection and injection courses, and other educational events.

• Coordinate correspondence with referring providers, including faxing of letters regarding patient status.

• Collaborate with Ophthalmology Department Communications lead and faculty to help create patient education videos and content. Additionally, help coordinate website updates for the overall Oculoplastics team and manage online sites. Oversee communications to referring providers and referral outreach.

• Schedule peer-to-peer consultations between insurance companies and Oculoplastics faculty.

• Coordinate patient disability paperwork with SHC clinic staff.

• Arrange travel and manage calendar and meetings.

• Manage and update curriculum vitae

• Act as liaison between internal department Visitor coordinator(s) to gather paperwork and ensure completeness of visiting applications. Oversee visitors to the oculoplastics service including students, visiting scholars, researchers, post-docs etc.

• Oversee coordination of oculoplastics resident rotation and fellowship program.