Business Operations Coordinator
Company: Avixa
Location: Palo Alto
Posted on: October 19, 2024
Job Description:
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." 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. Job Title: Administrative
Associate 2 Business Title: Business Operations Coordinator Job
Series: Administration Job Family: Administration Job Code: 4097
Grade: E Exemption: Non-Exempt Work Schedule: Part-time at 50% FTE,
M-Th, 5 hours/day between 9 am -4 pm. Location: Stanford Redwood
City Campus/Main Campus Work Schedule: Hybrid Flexible The Office
of Sustainability (OOS) seeks a part-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. What
you will do in this role: Primary responsibilities include
supporting team and campus sustainability events and meetings and
overseeing the team's financial compliance. Characteristic
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.
-
- (20%) Meeting and Event Support:
-
- Support team and partner meetings 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 and
rsvps.
- Responsible for taking and disseminating notes and action items
after team meetings.
- 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 be assigned. The successful candidate will
embrace the following: 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. To
be successful in this role you must bring:
-
- High school diploma and three years of administrative
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.
- 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.
- Excellent collaboration and organizational skills
- 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.
Additional Information: 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. *Consistent with its obligations
under the law, the University will provide reasonable
accommodations to applicants and employees with disabilities.
Applicants requiring a reasonable accommodation for any part of the
application or hiring process should contact Stanford University
Human Resources by submitting a . The expected pay range for this
position is $34.05-$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 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 ( )
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. 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. Why Stanford
is for You Imagine a world without search engines or social
platforms. 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 perks empower 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! 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. 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. Additional Information
- Schedule: Part-time
- Job Code: 4097
- Employee Status: Regular
- Grade: E
- Requisition ID: 104595
- Work Arrangement : Hybrid Eligible
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Keywords: Avixa, Gilroy , Business Operations Coordinator, Accounting, Auditing , Palo Alto, California
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