Sustainability Business Operations Coordinator - Stanford University

$66,123 - $73,965/Yr

Stanford University - Palo Alto, CA

Full-time - Entry Level

Hybrid - Palo Alto, CA

Educational Services

About the position

The Sustainability Business Operations Coordinator at Stanford University plays a crucial role in supporting the Office of Sustainability and Stanford Energy Operations. This hybrid position involves collaboration with a diverse team to advance sustainability goals through effective event planning, financial management, and administrative support. The coordinator will oversee compliance with financial procedures, manage team events, and assist in staff recruitment and onboarding, contributing to a culture of sustainability and operational excellence.

Responsibilities

• 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.
• 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.
• 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.
• Oversee team IT renewals (hardware and software), and their associated budget.
• Oversee team vehicles, scheduled maintenance, key storage, and coordinate team reservations and use.

Requirements

• 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.
• 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.
• Ability to work with and communicate with diverse populations at all levels of the organization using diplomacy, flexibility, and a high degree of professionalism.
• Requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment.

Nice-to-haves

• 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.

Benefits

• $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
• 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
• Access to 20+ recreational facilities
• Access to 18+ Mental health and wellness programs
• Access to 7+ On-site childcare facilities