Another Source

Facilities Coordinator

ID 100414
Job Locations
US-CA-Redwood City
Stanford University

At a glance

Come celebrate 15 years with the Stanford Online High School! The Stanford Online High School (OHS) is an accredited, diploma-granting independent school, situated within Stanford University, serving students in grades 7-12. Stanford OHS is recruiting for 2 roles within their Business Office Admin team in Redwood City, CA: Business Operations Administrator AND Business and Facilities Administrator. In both roles, you'll have the opportunity to make a positive impact on the students, their families, and the staff/faculty. Don't miss out on these fantastic career opportunities. Learn more and apply today!

Description: What you'll be doing

Another Source’s client, Stanford University is recruiting a Facilities Coordinator to join their team in Redwood City, CA. Internally this role will be titled Business and Facilities Administrator. 


The Stanford Online High School (OHS) is an accredited, diploma-granting independent school, situated within Stanford University, serving students in grades 7-12. In recent years, the OHS has consistently been ranked by Niche as the #1 Online High School in America, and in the top ten for Best Private High School in America. The mission of 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 during the summer and throughout the academic year to intellectually curious pre-college students from around the world.   


Learn more: 


About this role:  

The Business and Facilities Administrator will provide administrative and operational support for the central office in Stanford Online High School, which include facilities at Stanford’s Redwood City campus, the Executive Office, Human Resources, and Finance. 


Your responsibilities include:  

  • Oversee office and facility needs, serving as the department Floor Manager and Person of Contact for Academy Hall at Stanford’s Redwood City campus. This includes primarily the Online High School and the Outreach Programs, but also includes minimal building support for Summer Session, who share the office floor. 
  • Liaise with the Redwood City Planning Task Force; attend meetings regularly; and coordinate operational details of mid- to long-term projects such as reopening the building after the pandemic closure, and manage daily workflows necessary to ensure employees’ safe return to working in the office. 
  • Manage equipment tracking inventory, coordinating with tech team and collaborating with HR on equipment dispersal for new employees. 
  • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects. 
  • Manage mail sorting, equipment maintenance, kitchen supplies and maintenance, and scheduling and use of conference rooms; to more complex matters of coordinating and monitoring routine maintenance services completion and unexpected building issues. Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. 
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. 
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Provide limited administrative support to the Head of School and other central leadership staff.  
  • Create complex reports and spreadsheets which may utilize specialized software and systems.  Support the school’s Accreditation process through the collection of relevant data and the preparation of reports and other written documentation.  
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Manage Honoraria processing, maintaining and refining written documentation; Create purchase orders, requisitions and process p-card transactions; May assist with capital or special equipment requests and/or vendor selection. 
  • Provide robust support for the school’s Annual Fund Campaign, maintaining gift records, and preparing donor communications. 
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. 


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. 

  • 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. 


To be considered, please submit a cover letter and résumé along with your online application. 


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 to 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! 


Another Source works with their clients, on a retained project basis, to maximize the recruiting process.   


*Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S. 


*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 perform duties in person on campus, at a later date.  


*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 


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed

Need help finding the right job?

We can recommend jobs specifically for you! Click here to get started.