EMED ADMIN STAFF SECTION

INFORMATION & RESOURCE LIBRARY

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  • General

    • Cardinal at Work Welcome Center (TOD-3160-HISTORY)

    • HIPAA/Protecting Patien Privacy (PRIV-2023-WEB)

    • General Safety, Injury Prevention (IPP), and Emergency Preparation (EHS-4200-WEB)

    • Administrative Guide Acknowledgement (TOD-3161-AGA)

    Finance/Accounting

    • Financial Stewardship Expectations (FIN-PROG-0020)

    • Introduction to the Commitment Management System (FIN-0180)

    • Using Stanford’s Chart of Accounts (FIN-0102)

    • PCard Policies and Procedures (FIN-0450)

    • Introduction to Expense Requests (FIN-0500)

    • Understanding Cost Policy (ORA-1101)

    • Approving Financial Transactions (FIN-0103)

    • Supplier/Payee Setup (FIN-0509)

    • Preferred Purchasing Methods (FIN-0420)

    Travel

    • Traveling for Stanford (FIN-0400)

    • Expense Reports with Travel Card Transactions (FIN-0402)

STAFF STRATEGY

  • Team Leads: Hannah Martin & Gurbir Mann DaCosta

    FY25 Q4 Update

    • Accomplishments

      • Established the structure of Academic Affairs Information Repository and began testing triggers in Smartsheet.

      • Began collecting stakeholder feedback and making improvements.

      • Established Dynamic Views with selected information as applicable to scheduling and finance teams.

    • In Progress

      • Continue collecting stakeholder feedback through stakeholder engagement sessions.

      • Begin establishing sheets for additional Academic Affairs actions (reappointment, promotion, etc).

      • Introduce new Academic Affairs team members to our strategy team and provide background and training on our Smartsheet repository.

    • Looking Ahead

      • Implementing selected triggers in New Appointment Smartsheet by August 1, 2025.

      • Test and implement Smartsheets for other actions (reappointment, promotion, etc).

      • Establish communication with section administrators to facilitate onboarding.

  • Team Leads: Sam Ferguson & Grace Tam

    FY25 Q4 Update

    • Accomplishments

      • Established meeting cadence

      • Decided on section name

        • From EM-CRU to Community and Clinical Research

      • Redefined group goals

        • Focus on shared knowledge between teams

    • In Progress

      • Continuing to meet regularly

      • Begin shared knowledge between teams

        • Finance updates and its impact on our research

        • Cleaning and sanitizing research materials

    • Looking Ahead

      • Continue to meet regularly

      • Continue shared knowledge between teams

        • Informed Consent process

        • Screening/Enrollment logs

        • Approach workflows

        • Data collection/maintenance

  • Team Leads: Nicole Zamignani & Angie Hawkins

    FY25 Q4 Update

    • Accomplishments

      • Expanded the admin team by onboarding temporary help to cover during multiple overlapping parental leaves

      • Launched the new Visiting Observer clearance process

      • Admin representation at CORD, ACGME, and SAEM

    • In Progress

      • Conduct a detailed analysis of FY25 course budgets and develop projections for FY26

      • Assessment of the International Observer program ROI and presentation to the executive team

      • Onboard new cohorts of Residents and Fellows

    • Looking Ahead

      • Reintegrate staff returning from parental leave

      • Strengthening Faculty and Staff Partnerships presentation at Faculty Meeting or during new faculty onboarding

  • Team Leads: Ezra Tesfay & Kelley Hawkins

    FY25 Q4 Update

    • Accomplishments

      • Collaborated with the School of Medicine Business Analytics team to develop a comprehensive EMED Data Repository, providing direct access to financial data via SQL and eliminating the need for monthly report downloads.

      • Established guidelines and reviewed existing policies for clarity, ex. "Recurring and One-Time Meal Approval Forms."

      • Enhanced internal team cross-training for greater staff support during leaves and vacations

    • In Progress

      • Continued efforts to define finance customer groups and standard reporting needs, such as research PIs, section leads, and division leadership across various EMED sections, leadership teams, and stakeholders.

      • Draft a needs assessment stakeholder survey and set a distribution timeline

      • Provide accurate and timely tracking of new night shift credit for all faculty

    • Looking Ahead

      • Provide the contract process (non-research) guideline to faculty and staff

      • Determine current use of AI in department and potential areas of implementation

      • Identify managers and sections that can be responsible for reviewing and approving transactions within their areas of specialty.

  • Team Leads: & Adrené Garabedian

    FY25 Q4 Update

    • Accomplishments

      • Development of staff trainings List

      • Initiated the staff profiles project

      • Began development onboarding templates by section

    • In Progress

      • Review of department offboarding process

      • Development of staff profiles

      • Development of FY26 Grand Rounds Series

    • Looking Ahead

      • Development of pulse check survey

      • Listening tours with managers to review onboarding process

  • Team Leads: Gracielle Docena & Jamie Dent

    FY25 Q4 Update

    • Accomplishments

    • In Progress

    • Looking Ahead

ONBOARDING