Front Office Coordinator

SLAC; Palo Alto (CA); On-site; USD 83,000 - 93,000; Full time

Job summary

SLAC seeks a Front Office Coordinator to run the front desk, manage finances, and oversee facilities at Historic Stanford Campus. The role requires organization, reliability, and professional conduct, with guidance from the Director of Events and Operations.

Working hours are 8:30am to 5:30pm, Monday through Friday, on-site. The FOC handles purchasing, payments, campus compliance, and guest logistics while supporting ORSL programs and staff operations.

Responsibilities

• Oversee all purchasing and financial logistics for the department.
• Process payments to vendors, contractors, and speakers.
• Coordinate and reconcile university travel cards monthly.
• Manage procurement, invoicing, and travel arrangements.
• Maintain Memorial Church facilities and office spaces.
• Lead daily facility checks and lock-up procedures.
• Track keys, IDs, IT assets, and schedule repairs.
• Support emergency preparedness and safety compliance.
• Assist onboarding of staff and guests; manage invitations.
• Provide event support logistics as needed.

Job description

Main Work Location: Historic Stanford Campus

Work Arrangement:On-site

Budgeted Salary Range: The expected pay range for this positions is $40.10 to $44.88 per hour.

Note: Not all unique aspects of the job are covered by this job description

Position Summary

The Office for Religious and Spiritual Life (ORSL) seeks a self-motivated, highly-organized Front Office Coordinator (FOC) to serve as the primary administrative professional responsible for overseeing the financial, logistical, and facility operations of the ORSL at Stanford University. Under the direction of the Director of Events and Operations, the FOC is a key team member and first point of contact in the office to both colleagues and the public. This vital role supports the smooth functioning of ORSL’s programs, staff operations, and physical spaces. Responsibilities include: greeting and directing visitors, staffing the front office, answering routine inquiries, verifying financial transactions, procurement, managing and communicating facility needs, and compliance with university policies and procedures.

The FOC must be able to prioritize, multi-task, and keep a calm, welcoming demeanor. A high level of professionalism and dependability is required for this role.

Work Schedule: 8:30am - 5:30pm, Monday - Friday.

Financial Operations

• Manage all purchasing and financial logistics for the department, including procurement

  of supplies, services, and equipment.

• Process payments for vendors, contractors, and guest speakers, including honoraria,

  travel reimbursements, and speaker arrangements.

• Serve as department lead for university financial coordination, liaising with central university office to ensure accurate processing and Compliance.

• Reconcile all purchasing and travel cards on a monthly basis, ensuring proper

  documentation and compliance with university policy.

• Review invoices for accuracy and initiate purchase requisitions.

• Coordinate ORSL charity collection process: oversee donation intake, recognition, reconciliation, gift transmittals, and deposit procedures.

  [KG1].

Building & Facilities Management

• Serve as ORSL’s building manager for Memorial Church and associated ORSL spaces, submitting work orders to coordinate facility maintenance, custodial services, repairs, and equipment upkeep.

• Take daily visual inventory of Memorial Church grounds and report items needing attention.

• Complete the daily formal lock-up procedure for Memorial Church and its office spaces.

• Track facility and office equipment such as keys, ID cards, golf carts, and IT assets, and schedule repairs as needed.

• With the Director of Events and Operations, lead emergency preparedness efforts and ensure safety protocols are in place and reviewed regularly.

• Liaise with university departments such as Environmental Health & Safety, Facilities,

  and Land, Buildings & Real Estate.

Staff, Special Guest, and Administrative Support

• Assist with onboarding and offboarding of staff and affiliates.

• Coordinate guest speaker logistics: issue formal invitation letters, manage travel

  arrangements, process payments, and serve as liaison throughout the engagement.

• Set up guest speakers and short-term visitors in university financial systems.

• As directed by the Director of Events and Operations, provide event support logistics as needed in coordination with other ORSL staff.

• Other duties may be assigned, as needed.