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.
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 3 rd 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.
BUILDING MANAGEMENT/FLOOR MANAGEMENT
Serve as property operations /maintenance point of contact for facilities issues in assigned building(s): Stanford Memorial Church and 3 rd 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)
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
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
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
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.
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
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
May process credit card transactions, using Cybersource
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Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.