Business and Facilities Administrator
Administrative Associate 3
Job Code: 4098
Job Grade: F
FTE: 100%, Non-Exempt
Stanford’s Online High School is an accredited, diploma-offering, highly selective independent high school, offering courses for grades 7-12. The mission of Stanford Online High School (OHS) is to foster a worldwide community of intellectually adventurous students and teachers. Our courses, created and taught by specialists in their academic fields, encourage students to continuously develop and test their own views as they integrate knowledge across disciplines. Small class sizes and synchronous class meetings populated by curious and engaged classmates and teachers make learning a meaningful and social experience. Students form close bonds with each other and with the school community through classes, clubs, meetups, and other school activities, all supported by caring educators. Our school brings together students with diverse backgrounds from across the world.
Stanford Online High School and Stanford Pre-Collegiate Studies offices are located at the Stanford Redwood City Campus, however this position may be eligible for hybrid work arrangement upon mutual agreement.
Stanford Online High School is seeking a Business and Facilities Administrator who will provide extensive administrative and operational support for the business functions of the school, including travel arrangements, reimbursements, purchasing, and scheduling. Additionally, this role will serve as the primary liaison between our internal workgroups and the central Stanford Redwood City Operations team, managing our facility responsibilities, providing valuable feedback at monthly meetings, and communicating key updates to our staff. Reporting to the Assistant Director of Outreach Business Operations, you will contribute to the overall success of the school by identifying and resolving administrative problems, prioritizing effectively, and working in an independent way. You will receive and manage administrative requests from other OHS instructors as well as various school offices, and will handle complex travel reimbursements and financial transactions. As part of our friendly and collaborative team, you will proactively identify business needs, research and select solutions, review historical financial and business trends, and understand current business practices or policies in order to suggest improvements and opportunities.
The ideal candidate for this position is a clear communicator, effective at building and maintaining relationships, and able to work fairly independently. This position requires a high level of accuracy, professionalism and the ability to make decisions in accordance with policies and best practices. We are a highly collaborative team that is part of a larger operations family that encourages and supports opportunities for professional growth, providing a positive working experience for all team members. This position will collaborate with a wide variety of individuals (instructors, administrators, external vendors, University departments, etc.) to accomplish our department’s goals and contribute to the smooth operations of the office which, in turn, then contributes to the success of the school.
Your responsibilities include:
- Oversee office and facility needs, coordinate and monitor routine maintenance services completion while serving as the department Floor Manager and Point of Contact for Academy Hall at Stanford’s Redwood City campus. This includes primarily the Online High School and the Outreach Programs, but also includes minimal building support for Summer Session, who share the office floor.
- Liaise with the Redwood City Planning Task Force, attend quarterly meetings, coordinate operational details of mid- to long-term projects, and manage daily workflows necessary to ensure employees’ continued safety while working in the office.
- Manage equipment tracking inventory, coordinating with the tech team and collaborating with HR on equipment dispersal for new employees, contributing to a successful onboarding and offboarding experience for employees.
- Manage mail sorting, equipment maintenance, kitchen supplies, and oversee scheduling and use of conference rooms.Identify and resolve problems that are administrative in nature, prioritizing appropriately.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and key events such as our Malone School Heads Conference, Graduation Weekend, Summer at Stanford, and others, including arranging with vendors for services, overseeing the production and distribution of materials, and administering logistics.
- Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Provide limited administrative support to the Head of School and other central leadership staff.
- Create complex reports and spreadsheets which may utilize specialized software and systems. For example, support the school’s Accreditation process through the collection of relevant data and the preparation of reports and other written documentation.
- Coordinate and process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
- Manage Honoraria processing, maintaining and refining written documentation.
- Create purchase orders, requisitions and process p-card transactions
- May assist with capital or special equipment requests and/or vendor selection.
- Provide robust support for the school’s Annual Fund Campaign, maintaining gift records, and preparing donor communications.
- Other duties may also be assigned.
To be successful in this position, you will bring:
- High school diploma and four years of administrative experience, or combination of education and relevant experience.
- Advanced computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in independently following through and completing projects.Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- 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.
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, lift/carry/push/pull objects that weigh up to 40 pounds.
- Occasionally twist/bend/stoop/squat, kneel/crawl
Work Standards:
- 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, http://adminguide.stanford.edu
The expected pay range for this position is $33.17 - $40.50 per hour. 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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Why Stanford is for You
Imagine a world with limitless connections and access to knowledge. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perksempower you with:
- Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
- A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
- Discovery and fun. Stroll through historic sculptures, trails, and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!
How to Apply
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a resume AND cover letter along with your online application. Applications will be considered until the position is filled.
*Note: 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.
*Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.
*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 the job.
*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.
** This position is based in Redwood City, CA., and an onsite presence is required.
