Sustainability Business Operations Coordinator

$66,123 - $73,965/Yr

Stanford University - Palo Alto, CA

Full-time - Entry Level

Hybrid - Palo Alto, CA

Educational Services

About the position

Stanford University is seeking a Sustainability Business Operations Coordinator to join its Office of Sustainability and Stanford Energy Operations team. This hybrid role involves supporting Stanford's mission to reduce environmental impact through innovative energy, water, and waste management strategies. The coordinator will manage finances, coordinate events, and support sustainability initiatives, contributing directly to the university's commitment to environmental stewardship.

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.
• 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.
• Support team, partner meetings and events including coordination of calendars, event spaces, catering, waste services, and AV needs.
• 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).
• Responsible for taking and disseminating notes and action items after team meetings.
• Coordinate interviews for new staff and students and establish onboarding tasks with new staff employees.
• Oversee team IT renewals (hardware and software), and their associated budget.

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.
• 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.

Nice-to-haves

• Familiarity with Stanford specific programs (Oracle Financials, OBIEE and eAM).
• Familiarity with general business practices (e.g. budgets, procurement, invoice process flow).
• Familiarity with higher education facilities management, business processes, and organizational structures.

Benefits

• 403(b)
• 403(b) matching
• Childcare
• Paid time off
• Tuition and training assistance
• Transportation programs and resources