Log in

Business Operations Administrator

  • 16 Aug 2021 1:30 PM
    Message # 10935416

    Business Operations Administrator

    Administrative Associate 3

    Job Code:  4103

    Job Grade:  F

    FTE: 100%, Non-Exempt [FIXED-TERM 1 YEAR]

    Stanford’s Online High School is an accredited, diploma-offering, highly selective independent high school, offering courses for grades 7-12.  The mission of Stanford Online High School (OHS) is to create a worldwide learning community of diverse, intellectually passionate students and teachers. Through vibrant seminars, the rigorous curriculum challenges students to reason analytically, think creatively, and argue critically. Beyond the classroom, collaborative extracurricular activities cultivate lasting relationships among students and teachers. The school’s supportive environment fosters independence, strength of character, and a lifelong pursuit of knowledge.

    Stanford Online High School is also the new home of Stanford Pre-Collegiate Studies (SPCS), which provides a diverse array of academic enrichment programs that take place mostly in the summer but also throughout the academic year. Held, primarily online, SPCS programs serve intellectually curious pre-college students from around the world. 

    Under the supervision of the Associate Director of Business Operations and in collaboration with a small team, the Business Operations Administrator will provide administrative support to a number of diverse internal and external clients and perform a broad range of duties. This position will identify and resolve complex challenges facing the business office and support travel reimbursements and financial transactions. As a partner with a variety of departments, you will have a keen understanding of how the University functions and the opportunities available to you for career progression. Are you personable, proactive, and solution-oriented? Then this position may be the right fit for you!

    **Please note that the Stanford Online High School and Stanford Pre-Collegiate Studies offices are located at the Stanford Redwood City Campus, however currently, all staff are required to temporarily work from home, due to the county health & safety restrictions. This is a one year, fixed-term position.**

    Your responsibilities include: 

    • Under the supervision of the Associate Director of Business Operations (ADBO) identify, prioritize, and resolve routine and complex problems that are operational, administrative, or financial in nature. This role will help to identify inefficient, wasteful, or underdeveloped processes and create and implement tools or modify processes to resolve issues.
    • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. 
    • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Ensure accuracy, consistency, and tone of outgoing communication to external audiences (such as prospective applicants, parents, and participants).
    • Provide customer service guidance and feedback to staff and serve as an escalation point of contact for inquiries which require specialized program knowledge or additional attention.
    • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Manage inbox ticketing system and assist with training and documentation. Build out reports and dashboards as needed, analyze trends, identify and improve inadequate messaging.
    • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
    • Other duties as assigned.

    To be successful in this position, you will bring: 

    • High school diploma and four years of administrative experience, or combination of education and relevant experience.
    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.

    In addition, preferred requirements include: 

    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.
    • 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

    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, lift/carry/push/pull objects that weigh up to 10 pounds.
    • Rarely twist/bend/stoop/squat, kneel/crawl.

    Why Stanford is for You

    Imagine a world with limitless connections and access to knowledge. 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!

    How to Apply

    We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. 

    *Note: 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.

    *Visa sponsorship is not available for this position.  All candidates must be eligible to work in the U.S.

    *Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

    *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.

    ** This position is based in Redwood City, CA. Due to the COVID-19 pandemic employees are currently on a temporary work from home status.  This position will be required to work on campus, at a later date.





Cal-ISBOA is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CP® or SHRM-SCP®. For more information about certification or recertification, please visit shrmcertification.org

Powered by Wild Apricot Membership Software