The Operations Coordinator will provide logistic and administrative support to Executive Education, including financial operations, data entry and reporting, first line customer service and information requests, office supplies and facilities tasks, and fulfillment of program materials needs.
This position reports to the Associate Director of Operations and is a member of the Executive Education department, which operates 30+ programs for 2000+ global executives each year.
Responsibilities:
• Answer the main phone line and email box, providing information and directing inquiries appropriately
• Process program applications, event registrations, brochure requests, requests to be added to our mailing list, returned mail, etc.
• Deposit checks, process credit card payments, process ACH and wires, and record payments
• Prepare and submit expense reports
• Assist in preparation of monthly financial projections, annual budget, and annual profit/loss report, compiling and reconciling data from various sources
• Assist in preparation of purchase requisitions in Oracle Financial System
• Record faculty sessions, evaluation, and payments in appropriate system(s)
• Prepare and reconcile customer, operational, and financial reports from database system and other information sources as needed
• Fulfill requests for program materials (books, cases, articles, etc.) including securing copyrights, sourcing, ordering, uploading, an/or obtaining printed copies as needed
• Maintain inventory of office supplies and parking permits
• Act as liaison to GSB Facilities department for office-related projects, emergency response, etc.
• Provide administrative support to Associate Dean and Managing Directors
• Other administrative duties as assigned
Qualifications:
• At least 2 years of relevant work experience
• Impeccable written and oral communication skills, with a friendly and professional style
• Excellent computer skills, including experience with Microsoft Office and data entry and reporting via web-based systems
• Familiarity with basic accounting principles
• Strong customer-service orientation; demonstrated ability to diplomatically communicate with high-level executives from around the world
• Close attention to detail and exceptional organizational and time management skills
• Results-oriented, creative problem solver
• Flexible team-player with the ability to thrive in a fast-paced dynamic environment
• Experience with marketing support functions such as marketing outreach and social media outreach desirable
| Job #52233 |
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.
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 his or her 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.
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