Sustainability Business Operations Coordinator – Stanford University

Another Source’s client, Stanford University, is recruiting a Sustainability Business Operations Coordinator to join their Office of Sustainability in Redwood City and Palo Alto, CA.  

This is a hybrid position with the flexibility to work a couple days remotely each week. 

Benefits:  

Stanford recognizes that living in the Bay Area comes with a high cost of living. Because of this, they are doing their absolute best to offer a total compensation package that creates an opportunity for you to thrive in a career at Stanford AND enjoy the beautiful Bay Area! How do they do that?  

Being on campus means the opportunity to utilize world-class exercise facilities where you can grab a lunchtime workout to sustainability and environmental responsibility programs that make it easy to live your values:   

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

A caring culture! We provide superb retirement plans, generous time-off, and family care resources:   

• $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 https://cardinalatwork.stanford.edu/benefits-rewards/tgp
• 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

Learn more about the benefits of working at Stanford:   

https://cardinalatwork.stanford.edu/benefits-rewards  

Salary range: $85,000 – $95,000, annually, commensurate with experience.   

Meet the team: https://sustainable.stanford.edu/about/meet-the-team  

In 2022, Stanford renewed its Platinum rating through the Sustainability Tracking, Assessment & Rating System (STARS), conducted by the Association for the Advancement of Sustainability in Higher Education (AASHE) in recognition of its sustainability achievements–making it one of only eleven higher education institutions in the world to reach this milestone at the time. Its score of 85.88% reflects significant sustainability advancements such as the Stanford Energy System Innovations project and continual increases in sustainability-focused academic and engagement opportunities.  Stanford’s report is publicly available on the STARS website.  

In addition to the Platinum ranking, Stanford also performed well in AASHE’s 2022 Sustainability Campus Index, which recognizes top-performing colleges and universities overall by institution type and in 17 sustainability impact areas. Stanford ranked in the following categories:  

• Diversity & Affordability (1st)
• Energy (2nd)
• Curriculum (5th)
• Food & Dining (5th)
• Doctoral institutions [overall] (7th)
• Water (tied for 9th place)

The Department of Sustainability, Utilities and Infrastructure (SUI) brings an integrated and deliberate focus to campus sustainability. The department works to advance sustainability in campus operations for energy, water, waste, resiliency, and safety, optimizing and prioritizing efficiency in all aspects of campus life–from resource and utility management, to transportation and community behavior. SUI develops strategic, long-term goals that help reduce Stanford’s environmental impact, supporting the university’s commitment to be an environmental steward. This role sits with the Office of Sustainability, a group within SUI. 

About this role: 

The Office of Sustainability (OOS) seeks a full-time, continuous Sustainability Business Operations Coordinator to join a diverse team of dedicated professional and technical staff working to advance Stanford’s sustainability goals. The ideal candidate will have excellent collaboration and organizational skills, and proactively work to support the success of staff events, projects, and programs. Primary responsibilities include managing team and campus sustainability events and overseeing the team’s financial compliance. 

Characteristic Duties: 

(30%) Sustainability Meeting and Event Management:  

• Manage all event logistics for Sustainable Stanford hosted events including virtual and in- person exemplifying sustainable event planning best practices.
• Coordinate both on campus and off campus tours and manage partner visits to campus.
• Coordinate Sustainable Stanford presence at partner events, such as tabling, and actively serve as an ambassador for Sustainable Stanford programs and success at the events.
• Manage team and partner meetings including coordination of calendars, event spaces, catering, AV needs, assisting with taking and disseminating notes and action items. Support agenda setting and coordinating speakers and guests.
• Support campus wide event planners is sustainable event planning including education and gathering and reporting sustainable event planning metrics.  

(30%) Financial Management: 

• 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 and supplies.
• Oversee team IT renewals (hardware and software), and their associated budget.
• Submit work orders and assist with purchase inventory for the zero-waste operations team.
• 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.
• Advise and report on sustainable procurement best practices for office purchases.

(15%) Staff Recruitment and Onboarding & Historical Record Management  

• Serve as the point of contact on student hiring with the human resources and office of sustainability hiring managers. Ensure student staff records are up to date and hiring occurs in line with Stanford policies for student labor.
• Coordinate interviews for new staff and students. Assist with recruitment.
• 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.

(20%) Sustainability Program Support: Provide general support to program managers. Example duties include: 

• Assist with sustainability data collection and entry.
• Assist with outreach and education initiatives.
• Assist with behavior /social science research.
• Support student living laboratory projects.
• Manage and field inquiries in shared email inboxes; check inquiries in inboxes and Slack channels; maintain other accounts or sponsorships as needed.

(5%) LBRE Sustainability Operations 

• Support LBRE facilities in modeling sustainable operations.
• Identify indicators and report on LBRE sustainability building operation.
• Work closely with LBRE facility managers and occupants on tracking and improving sustainability performance across procurement, events, waste and optimizing building daily operations in energy and water.

Qualifications: 

• Bachelor’s degree 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 purchasing, expense reimbursements, invoice payments, and travel.
• Experience participating in, contributing to, and following through on completion of projects.
• Possesses strong computer skills including proficiency with Microsoft Suite, Google Suite, Adobe Acrobat, calendaring with Outlook and Zoom, and web-based applications
• Demonstrated typing/word processing skills to prepare correspondence, reports, and spreadsheets
• Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills
• Works with and communicates with diverse populations at all levels of the organization using diplomacy, flexibility, and a high degree of professionalism
• Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment
• 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

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.    

Another Source works with their clients, on a retained project basis.  We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.