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Business Operations Administrator

  • 07 Sep 2021 7:34 AM
    Message # 10998615

    Business Operations Administrator

    Administrative Associate 3

    Job Code:  4103

    Job Grade: F

    FTE: 100%, Non-Exempt

    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. 

    The Business Operations Administrator will provide extensive administrative and operational support with minimal supervision for the business functions of the school,  including purchase, travel, reimbursement and scheduling. Reporting to the Associate Director of Business Operations, you will contribute to the overall success of the school by establishing priorities and identifying and resolving administrative problems, and providing hands-on assistance and guidance to the Business Office Admin team. You will manage and delegate administrative requests from other OHS offices and OHS instructors, and will handle complex travel reimbursements and financial transactions. As part of our friendly and collaborative team, you will also take the lead on proactively identifying business needs, researching and choosing solutions, analyzing historical financial and business trends, and examining current business practices to suggest improvements and opportunities.

    **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.**

    Your responsibilities include: 

    • Assist students and their families on behalf of the Business Office team in regards to identifying and resolving problems on business transactions.
    • Oversee and/or process a variety of transactions for purchase, travel, reimbursement; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. 
    • Work with vendors for services; oversee the production and distribution of materials; administer logistics and event planning in collaboration with respective units in the school and its outreach programs.
    • Communicate and clarify business, finance, travel, and reimbursement policies, both in reply to queries and proactively as policies are updated or new staff join OHS. Compose or draft school-wide communications and reminders in support of the Business Office and other departments at OHS. 
    • Plan and schedule calendar(s) for school events with limited consultation, resolve calendaring conflicts.
    • Ensure compliance of business transactions with unit, university, and sponsor policies.
    • Create complex reports and spreadsheets on business transactions which may utilize specialized software and systems.
    • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.

    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.

    In addition, preferred requirements include: 

    • 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.
    • 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.

    Physical Requirements & Work Standards:

    • 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.
    • 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 

    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 t o 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

    To Apply, please click on the Search Job button at this link https://stanfordcareers.stanford.edu and enter 91079 in the keyword search box. 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

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