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Clinical Scheduler / Administrative Associate 3, Radiology

The Department of Radiology in the Stanford University School of Medicine practices professionalism, integrity, personal responsibility, and service. We recognize faculty members and administrative staff as valuable and collaborative team members in our work environment and seek to identify and employ the highest quality individuals.

We are seeking a personable, highly organized, experienced Administrative Associate (AA) to provide clinical scheduling services for the body imaging, body imaging MRI, cardiovascular imaging, thoracic, and breast imaging divisions; and provide administrative support to the thoracic division chief. The AA will work closely with the divisions’ faculty and administrative staff to ensure clinical shifts are scheduled in a manner that considers faculty scheduling preferences, ensures full coverage, accommodates faculty leaves of absence and academic time, and ensures each faculty works the appropriate number of shifts to meet their clinical commitments. The candidate must be highly organized, able to influence others, able to communicate effectively and directly with empathy and consideration. The AA will work with expert faculty and trainees, and through their support contribute to better patient clinical care and outcomes. The AA must be able to multi-task and work independently.

Duties include:
  • Prepare clinical schedule, on-call schedule and moonlighting schedule for body imaging, body imaging MRI, cardiovascular imaging, thoracic, and breast imaging divisions on a monthly basis. Adjust schedule throughout the month for pre-negotiated physician swaps. Communicate with division chair and physician group to identify last minute substitutes, as needed, when scheduled physicians are sick or have family emergencies to attend to. Coordinate with adjunct clinical professors to ensure clinical commitments are scheduled. Coordinate with per-diem faculty to cover shifts as needed. Work closely with faculty affairs to accommodate sabbaticals and other leaves of absence and adjust schedule as needed for changes to clinical commitment rates.
  • Coordinate the Chest Fellowship program, including managing application and interview process, organizing and hosting Cardiothoracic Fellowship interviews, and creating and managing fellow clinical schedules, as well as coordinating with CVI fellow schedules. Manage Housestaff time away requests based on clinical coverage and availability. Coordinate Visitor Scholar application process.
  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. 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. Employees may also perform other duties as assigned.

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.

*Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

* - Other duties may also be assigned.

High school diploma and four years of administrative experience, or combination of education and relevant experience.

  • Excellent organizational skills and attention to detail.
  • Ability to exercise influence over others and encourage collaboration.
  • Ability to shift between responsibilities quickly as priorities change.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

  • 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 that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

The expected pay range for this position is $60,000 to $81,000 annum.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit