Business Operations Coordinator - Stanford University - Another Source

Stanford University is seeking a Sustainability Business Operations Coordinator to join its Office of Sustainability and Stanford Energy Operations team in Redwood City and Palo Alto, CA. This hybrid role offers the opportunity to work in a collaborative environment supporting Stanford’s mission to reduce environmental impact through innovative energy, water, and waste management strategies. From managing finances to coordinating events and tours, your work will directly support Stanford’s commitment to being an environmental steward. Take this opportunity to join a passionate team, enjoy outstanding benefits, and build your career in the beautiful Bay Area with one of the nation’s most prestigious institutions!

 Another Source’s client, Stanford University, is recruiting a Sustainability Business Operations Coordinatorto join their Office of Sustainability in Redwood City and Palo Alto, CA. This is a hybrid position with the expectation to work 3 days on-site and 2 days remotely.  

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. The ideal candidate will have excellent collaboration and organizational skills, and proactively work to support the success of staff events, projects, and programs. 

Benefits:  

Stanford recognizes that living in the Bay Area comes with a high cost of living. Because of this, they are doing their absolute best to offer a total compensation package that creates an opportunity for you to thrive in a career at Stanford AND enjoy the beautiful Bay Area! How do they do that?  

Being on campus means the opportunity to utilize world-class exercise facilities where you can grab a lunchtime workout to sustainability and environmental responsibility programs that make it easy to live your values:   

• 20+ recreational facilities   

• 18+ Mental health and wellness programs   

• 7+ On-site childcare facilities available to you  

A caring culture! We provide superb retirement plans, generous time-off, and family care resources:   

• $6,000+ in tuition and training assistance annually  

• Up to 50% of Stanford's annual tuition cost applied to your child's undergraduate tuition across the nation https://cardinalatwork.stanford.edu/benefits-rewards/tgp  

• 18+ PTO/Vacation days per year   

• Up to 5% of your base pay contributed automatically to your 403(b) + a generous match   

• 100% of your retirement account is fully vested immediately   

• 17+ Transportation programs and resources  

Learn more about the benefits of working at Stanford:   

https://cardinalatwork.stanford.edu/benefits-rewards 

The expected pay range for this position is $31.79 to $35.56 per hour. 

This position is for a fixed term that is expected to end 24 months after the date of hire, with the potential opportunity to continue employment after 24 months.  

Meet the team: https://sustainable.stanford.edu/about/meet-the-team 

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, optimizing and prioritizing efficiency in all aspects of campus life–from resource and utility management, to transportation and community behavior. SUI develops strategic, long-term goals that help reduce Stanford's environmental impact, supporting the university’s commitment to be an environmental steward. This role sits with the Office of Sustainability, a group within SUI. 

About this role: 

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. 

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. 

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.    

Another Source works with their clients, on a retained project basis.  We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.   

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