Another Source
Sustainability Business Operations Coordinator - Stanford University
Another Source, Palo Alto, California, United States, 94306
Sustainability Business Operations Coordinator - Stanford University
ID:
101871
Application Deadline:
12/5/2024
Category:
Administrative
Company:
Stanford University
Job Locations:
US-CA-Palo Alto
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. 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!
Description: What you'll be doing Stanford University is recruiting a
Sustainability Business Operations Coordinator
to 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.
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 taking and disseminating notes and action items after team meetings.
Responsible for collecting feedback from event attendees, visitors and guests on experience and improvement opportunities.
Support agenda setting with manager and coordinating speakers and guests.
(3%) Staff Recruitment and Onboarding:
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.
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:
Strong computer skills including proficiency with Microsoft Suite, Google Suite, Adobe Acrobat, calendaring with Outlook and Zoom, and web-based applications.
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.
Position requires strict confidentiality, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment.
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.
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101871
Application Deadline:
12/5/2024
Category:
Administrative
Company:
Stanford University
Job Locations:
US-CA-Palo Alto
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. 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!
Description: What you'll be doing Stanford University is recruiting a
Sustainability Business Operations Coordinator
to 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.
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 taking and disseminating notes and action items after team meetings.
Responsible for collecting feedback from event attendees, visitors and guests on experience and improvement opportunities.
Support agenda setting with manager and coordinating speakers and guests.
(3%) Staff Recruitment and Onboarding:
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.
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:
Strong computer skills including proficiency with Microsoft Suite, Google Suite, Adobe Acrobat, calendaring with Outlook and Zoom, and web-based applications.
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.
Position requires strict confidentiality, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment.
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.
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