Front Office Coordinator

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 62,000; Full time

Job summary

Stanford University School of Medicine's Office for Religious and Spiritual Life seeks a Front Office Coordinator to manage administrative, financial, and facility operations at Historic Stanford Campus. This on-site role serves as the first contact for colleagues and the public, handling purchases, payments, and coordination with university offices.

Working hours are 8:30am to 5:30pm, Monday to Friday. The FOC must be organized, professional, and capable of multi-tasking in a fast-paced

Qualifications

• Advanced computer skills with office software and email applications.
• Excellent organizational and multi‑tasking abilities.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.

Responsibilities

• Oversee financial transactions and procurement for the department.
• Coordinate facility maintenance and office operations for Memorial Church and related spaces.
• Support onboarding/offboarding of staff and affiliates; manage guest speaker logistics.
• Prepare documents, calendars, and travel arrangements; ensure compliance with university policies.
• Lead or supervise temporary staff and coordinate with other ORSL staff.

Skills

Advanced computer skills

Organizational skills

Verbal communication

Written communication

Customer service

Education

High school diploma

Job description

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
• 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.

Responsibilities

Core Duties

• 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 event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• 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.

Minimum Education And Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• 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.
• Excellent 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.