Stanford University Operations Coordinator in Stanford, California

Description

Description

The Office for Religious Life (ORL) seeks an Operations Coordinator (OC) who will be a part of a diverse ORL team which supports the Stanford community by offering an array of year-round religious and spiritual events and programs.. The position requires an understanding of, and commitment to, the mission and purpose of the Office for Religious Life, which is to oversee the religious and spiritual life of the campus, with care and compassion in not only what we do, but how we do our work for the Stanford community.

The ORL oversees the following facilities/space, in which a variety of programming occurs: the historic Stanford Memorial Church, at the heart of the campus in the main quad and the third floor of the Old Union which forms the Center for Inter-Religious Community, Learning and Experiences (CIRCLE). In addition, the ORL oversees programming at Windhover, a contemplative center, whose operations are managed by the office of the Vice Provost for Student Affairs.

Purpose

The Operations Coordinator (OC) role has several components: 1) building management: perform specialized, diverse work activities and coordinate solutions, under limited supervision, supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role. 2) general office/operations, including finance and administration.

Building Management/Floor Management

The OC plays a key role in prioritizing tasks necessary for the safety, preservation, and efficiency of the office. Stanford Memorial Church is open to the public and Stanford community alike and requires a knowledgeable and capable building manager to triage the behind-the-scenes work and other more obvious projects in the best interest of all who use/visit the facilities. Much of what the Operations Coordinator works on is unexpected, so this position requires an ability to respond to situations swiftly, and even change direction calmly, speedily and effectively.

With independence, the OC serves as building manager for Stanford Memorial Church and floor manager for the Center for Inter-Religious Community, Learning and Experiences (CIRCLE), the 3rd floor, Old Union Building. This includes routine ‘sweeps’ of the church and CIRCLE space for upkeep, maintenance and safety concerns. The OC must have substantial knowledge of and assist with coordination of all planned (and unplanned) repairs and renovations, in cooperation with other university departments, building and zone managers and the church conservator, and clearly communicate the impact of such projects to ORL staff. In addition, the OC must be able to quickly and thoroughly troubleshoot all issues and make thoughtful, responsible decisions by themself, and in collaboration with the ORL team. It is expected that the OC will network with others on campus as well as vendors to facilitate the successful and timely completion of projects with little/minimal impact to ORL programs.

General Office, Operations

The OC at present serves as the primary point of contact in the Round Room, which serves as a reception and office at the side of Stanford Memorial Church. They must provide excellent customer service at all times, functioning as the primary person to receive phone calls and greet visitors, guests. They are the key staff person to oversee several operational, recurring functions in the office, such as cash handling, banking, gift transmittals (GTs), and room reservations. As a liaison, they may work closely with Student Activities and Leadership (SAL), which is part of Student Affairs, and the ORL Dean and associate deans to communicate policy and procedures to religious groups.

CORE DUTES*

BUILDING MANAGEMENT/FLOOR MANAGEMENT

  • Serve as property operations /maintenance point of contact for facilities issues in assigned building(s): Stanford Memorial Church and 3rd floor of Old Union (CIRCLE); assist, as needed, with reporting facilities-related issues at Windhover to Director of Operations, Vice Provost for Student Affairs (VPSA).
  • Initiate work requests: coordinate and monitor routine maintenance services and their completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment)
  • Communicate maintenance work schedules with staff, and relevant others
  • Schedule and coordinate contract work, third party vendors; hire via iProcurement as needed
  • Identify, recommend & implement building operations & process modifications to the facility or general office procedures for increased productivity, efficiency and/or cost reduction
  • Manage ORL’s participation in the University clean up (i.e. excess, shredding, recycling, etc.) as well as sustainability programs (i.e. composting, energy conservation)

Property Management

  • Responsible for property administration by completing tagging, data entry and inventory of equipment, select church supplies and computers and reporting, per SU compliance requirements
  • Order new equipment as needed

Project Coordination

  • Participate in Quarterly Building Manager Meetings with staff from Land, Buildings & Real Estate and church conservator
  • Coordinator all aspects (i.e. budgeting, communications, scheduling, payments, implementation, follow through), of all departmentally-funded projects and act as part of project management team to assist Land, Buildings & Real Estate (LBRE) staff in other university-funded or larger scale projects
  • May be responsible for coordinating and scheduling weekly docent tours offered by volunteer docents

Safety, Security

  • Serve as safety management coordinator by correcting identified safety issues, implementing disposal procedures; change door codes and key locks, as necessary; assist with onboarding of all new staff re: keys, facilities, safety
  • Responsible to close the church, daily, and update and train on closing duties
  • Oversee all aspects of Emergency Preparedness for the entire office staff, at ORL facilities (i.e. AED maintenance, training, fire safety, emergency backpacks)
  • Assist in the creation of staffing plans, including hiring of Red Coats, Stanford Event Patrol (SEPs) for special occasions and highly attended events in Stanford Memorial Church
  • Building Assessment Team (BAT) member

Communications, IT Services

  • Coordinate communications services (i.e. in cooperation with IT support in the Office of the President and Provost (PPO), assure full functions of network administration, desktop support, primary, computer upgrades, troubleshooting); provide updates, alerts, notifications to building occupants, including websites
  • Responsible for ORL landline phones; main church line’s voicemail procedures; Stanford-provided ORL cell phones; international calling plans

Space Management

  • Coordinate space management and planning activities including: move coordination; space inventory; meet university compliance requirements to record and submit attestation.
  • Complete record keeping, tracking, information gathering and support for space allocation decision makers.

Meet Stanford compliance reporting requirements.

GENERAL OFFICE/OPERATIONS

  • Maintain inventory of office supplies, church and other program supplies and order as necessary
  • Primary reception duties (phones, meet/greet guests, visitors) in the Round Room, Memorial Church
  • Manage the room reservation system, by reviewing and approving all room reservation requests (for Stanford Memorial Church and 4 rooms in CIRCLE, Old Union Building) in 25Live (or designated online calendaring system)
  • May oversee the member organizations of Stanford Associated Religions (SAR) by way of the following: In cooperation with Student Activities and Leadership (SAL), assist Dean or designee with annual SAR application process and quarterly mandatory SAR meetings; Assist Dean in creation of SAR meeting agendas and present relevant information at each meeting; communicate relevant issues to SAReligions@lists.stanford.edu (i.e. building access, building hours, Winter Close dates/info, facilities work, newly installed equipment, policy)
  • Manage all aspects of parking near Stanford Memorial Church, including booking of ORL parking place and other parking details for special events; sponsored parking
  • Attend bi-weekly staff meetings
  • Oversee mailing services, shipping and delivery; drinking water deliveries
  • Manage and maintain ORL mailman lists
  • Assist with general onboarding of all staff, including but not limited to: keys, safety, calendars, Jabber, facilities, phones, workstation set up including IT (email and access to fileshare)
  • May supervise and train student and/or contingent workers including scheduling, assigning, and prioritizing tasks, setting appropriate deadlines, reviewing work for quality and timeliness, performance management
  • Assist with day-of event staffing, as needed/assigned

Finance, Administration

  • Initiate, process and follow through on financial transactions (i.e. Expense Requests, iProcurement, iJournals, CashNet, Cybersource)
  • Manage cash handling and banking process for collections in Stanford Memorial Church; update process documents as needed
  • Responsible for Gift Transmittals (GT) process; maintain process document
  • Reset safe and locked cabinet codes, as needed
  • Verify PCard
  • May process credit card transactions, using Cybersource
  • Maintain checkbook and banking at Wells Fargo

*Other duties as assigned

Qualifications

Minimum Education and Experience Required

Associate degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities Required

  • Strong organizational and time management skills; initiative
  • Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty, vendors, both individually and in groups
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short and long-term end dates
  • Experience working with internal and external vendors and service providers
  • Background knowledge of emergency preparedness plans and their implementation
  • Working knowledge of Microsoft Office Suite
  • Attention to detail and accuracy
  • Ability to complete tasks thoroughly and in a timely manner, even with frequent interruptions
  • Reliable and punctual to a regular work schedule
  • Ability to work well independently as well as on a team
  • Sound judgment in prioritizing tasks, projects and office needs
  • Excellent front office demeanor and attentive/positive/pleasant customer service attitude
  • Excellent written and verbal communication skills
  • Strong computer skills (Microsoft Office, online calendaring, email)

Job Knowledge (Preferred)

  • Familiarity using a Mac
  • Comfortable using the Internet to research topics; search
  • Familiarity using other Stanford systems, such as Work Orders, Event & Labor Services (ELS), Cybersource, CashNet
  • Oracle Financials
  • Sunflower (property/asset management); SPARC (Stanford Property Administration Resource Center)
  • iSpace (space inventory)
  • OrderIT (SU phones; cell phones; international calling plans)
  • 25Live (room reservation)
  • Axess Time and Leave Administrator (TLA)
  • Conversational Spanish would be an advantage

Physical Requirements

  • Frequently stand/walk, seated, performs desk-based computer tasks.
  • Occasionally climb (ladders, scaffold, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds.
  • Rarely: kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class Driver’s license and drive day or night.

* *Work Standards

  • Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
  • Interpersonal Skills: 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/.

*A background check will be required for all final candidates.

**To be considered for the position, please attach resume and cover letter to your application.

Working Conditions

  • ORL events occur seven days a week, and often take place in the evenings. This is therefore not a M-F, 8am—5pm job, and genuine flexibility is required. Work schedule will be 40 hours/week, usually M-F or Su-TH, but often requiring weekend hours (including Saturdays), some evenings, and occasional holidays. These working hours will not usually require overtime but rather some flexibility for the 40-hour working week, as events determine.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Job: Facilities

Location: Office for Religious Life

Schedule: Full-time

Req ID: 76424

Job Grade: 4371