Operations Coordinator
Stanford University - Palo Alto, CA

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The Graduate School of Education (GSE) and the Vice Provost of Online Learning (VPOL) seek an Operations Coordinator to provide logistic and administrative support to an emerging e-learning research initiative. This is a shared appointment between the GSE (50%) and VPOL (50%).

Reporting directly to the Director of Digital Research and Planning, GSE/VPOL, the Operations Coordinator will (1) develop lean financial and administrative systems for this new initiative at the interstices of two established Stanford units; (2) manage day-to-day activities such as financial operations, data entry and reporting, first-line information requests, facilities administration, scheduling, and hospitality planning; (3) convey a sense of conviviality and enthusiasm about e-learning research to students, faculty and administrators throughout Stanford and potential partners worldwide.

Duties and Responsibilities

40%: Administrative Support
•Provide administrative support to Director of Digital Research and Planning
•Act as liaison between the new initiative and GSE/VPOL administrators on joint projects
•Answer a main phone line and email box, providing information and directing inquiries appropriately

20%: Financial Transactions and Reporting
•Develop administrative and financial protocols for the new initiative as it develops in tandem with GSE and VPOL operations
•Reconcile transactions, expenditure and funding statements through the use of various tools such as Oracle Financials, ReportMart3 and Excel
•Manage purchase requisitions, IOU’s, Pcard and Tcard
•Prepare and submit expense reports

25%: Event Planning
•Provide hospitality support (e.g., room reservations, facilities administration, announcements, catering arrangements, hosting) for an ongoing stream of public events
•Work with GSE External Relations and VPOL Communications personnel to process information requests and event registrations

15%: Other duties as assigned

Qualifications

•Knowledge of and demonstrated experience using Stanford systems, including Axess and Oracle Financials
•Familiarity with University financial cost policies and procedures
•Impeccable written and oral communication skills, with a friendly and professional style
•Excellent computer skills, including experience with Microsoft Office, data entry and reporting via web-based systems
•Strong diplomatic orientation and demonstrated ability to communicate professionally with high-level academics and university administrators throughout Stanford and around the world
•Close attention to detail and exceptional organizational and time management skills. Ability to reliably perform error-free work
•Results-oriented, creative problem solver
•Flexible team player with the ability to thrive in a “start-up” environment
•High energy level, enthusiasm, sense of humor and flexibility
•Positive attitude and willingness to help

At least four years relevant work experience required. Four year college degree preferred.

This is a two-year fixed term appointment.

Final candidate will need to successfully complete a background check before being employed by

Stanford University - 20 months ago - save job
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