Business Operations Coordinator (Fixed Term)

Company: Stanford University
Location: Palo Alto
Posted on: November 4, 2024

Job Description:

Business Operations Coordinator (Fixed Term)This position is for a fixed term that is expected to end 24 months after the date of hire.Welcome to Land, Buildings & Real Estate:Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University's physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement.Department Introduction:The Department of Sustainability, Utilities and Infrastructure (SUI) brings an integrated and deliberate focus to campus sustainability. The department works to advance sustainability in campus operations for energy, water, waste, resiliency, and safety. This role sits with the Office of Sustainability, a group within SUI. The Office of Sustainability and Stanford Energy Operations teams seek a full-time, continuous Business Operations Coordinator to join a diverse team of dedicated professionals and technical staff working to advance Stanford's sustainability goals.Job Purpose:The Business Operations Coordinator will report 50% to the Office of Sustainability and 50% to Stanford Energy Operations. Primary responsibilities will include supporting team and campus events, tours and meetings, and overseeing the team's financial compliance.Core Duties*:

• (25%) Financial Management:

• Oversee compliance with university financial procedures and policies.
• Prepare online purchase requisitions and check requests using the Oracle Financials system; track and process invoices and recurring bills in a timely manner.
• Manage all team university credit card transactions.
• Purchase and process awards, prizes, services, and supplies.
• Submit work orders and assist with purchase inventory.
• Oversee sustainability professional development calendar and assist with coordinating staff travel and associated reimbursements.
• Serve as the team's expert on Stanford travel policies.
• Serve as the time and labor administrator assisting with employee timesheets.
• (50%) Meeting, Tour and Event Support:
  • Support team, partner meetings and events including coordination of calendars, event spaces, catering, waste services, and AV needs.
  • Support event planners in sustainable event planning.
  • Organize facility tours and maintain invite list, online registration website, and communication with attendees.
  • Manage tour guide information and attendee educational materials.
  • Responsible for taking and disseminating notes and action items after team meetings.
  • Responsible for collecting feedback from event attendees.
  • (3%) Staff Recruitment and Onboarding & Historical Record Management:
    • Coordinate interviews for new staff and students.
    • Establish and manage onboarding tasks with new staff employees.
    • Assist with maintaining staff and student organization charts.
    • (2%) Team Vehicle and IT Equipment Management:
      • Oversee team IT renewals (hardware and software), and their associated budget.
      • Oversee team vehicles, scheduled maintenance, key storage, and coordinate team reservations and use.Education & Experience:
        • High school diploma and three years of relevant experience, or combination of education and relevant experience.
        • Demonstrated experience in providing a full range of high-level independent administrative support.
        • Experience and interest in processing financial transactions.
        • Experience in event planning and coordination.Knowledge, Skills and Abilities:
          • Possesses strong computer skills including proficiency with Microsoft Suite, Google Suite, Adobe Acrobat, and web-based applications.
          • Requires good verbal and written communication skills.
          • Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment.Physical Requirements:
            • Constantly perform desk-based computer tasks.
            • Frequently sitting.
            • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation.Work Standards:
              • Demonstrates the ability to work well with Stanford colleagues and clients.
              • Demonstrates commitment to personal responsibility and value for safety.The expected pay range for this position is $31.79 to $35.56 per hour.Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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.Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities.Stanford is an equal employment opportunity and affirmative action employer.
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Keywords: Stanford University, Dublin , Business Operations Coordinator (Fixed Term), Other , Palo Alto, California