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. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY."
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, optimizing and prioritizing efficiency in all aspects of campus life–from resource and utility management to 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.
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.
Core Values:
LBRE Core Values of Leadership, Exploration, Gratitude, Accountability, Community and You, and Diversity, Equity, and Inclusion in their management style and help to build an organization where these qualities serve as the foundation for successful and rewarding careers for all employees.
LBRE views a strong culture of diversity, equity, and inclusion as one where everyone can thrive. It is a culture of trust and respect, where staff can be their authentic selves, feel safe and work in a place that they feel they belong. We strive to create a community that draws upon a wide pool of talent to unify excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
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*:
- 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
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.
Certifications and Licenses:
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.
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.
