Business Operations Coordinator (Fixed Term)

at  Stanford University

This position is for a fixed term that is expected to end 24 months after the date of hire.

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 combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize functions.
• Experience and interest in processing financial transactions in the areas of purchasing, expense reimbursements, invoice payments, and travel.
• Experience in event planning and coordination including methods to reduce waste.

KNOWLEDGE, SKILLS AND ABILITIES:

• Possesses strong computer skills including proficiency with Microsoft Suite, Google Suite, Adobe Acrobat, calendaring with Outlook and Zoom, and web-based applications.
• Demonstrated typing/word processing skills to prepare minutes, correspondence, reports, and spreadsheets.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking, and time management skills.
• Works with and communicates with diverse populations at all levels of the organization using diplomacy, flexibility, and a high degree of professionalism.
• Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment.
• Familiarity with Stanford specific programs (Oracle Financials, OBIEE and eAM) is a plus
• Familiarity with general business practices (e.g. budgets, procurement, invoice process flow).
• Familiarity with higher education facilities management, business processes, and organizational structures is a plus.

PHYSICAL REQUIREMENTS:

• 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, push/pull objects that weigh up to 10 pounds, and lift/carry objects up to 25 lbs.
• Rarely twist/bend/stoop/squat, kneel/crawl.
• Ascend and descend staircases.

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 and ensure payment on time; input purchase transactions.
• 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, and oversee compliance.
• 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 including education and gathering and reporting sustainable event planning metrics.
• Organize facility tours and maintain invite list, online registration website and tour request form, and communication with attendees. Responsible for coordinating tour guides, facility access, ensuring safety protocols are followed, and personal protective equipment as needed.
• Manage tour guide information and attendee educational materials (physical and virtual). Recruit and coordinate training for tour docents and guides as needed.
• Responsible for taking and disseminating notes and action items after team meetings.
• Responsible for collecting feedback from event attendees, visitors and guests on experience, takeaways and improvement opportunities.
• Support agenda setting with manager and coordinating speakers and guests.

(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, list serves and customer / partner contact lists as changes occur.
• Oversee and improve team Google Drive record management.

(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.

• • Other duties may also be assigned