Front Office Coordinator
Stanford University School of Medicine · Stanford, CA · 1 mo ago
On-siteOTHR$40.1–$44.88/hrFull-time
We need to output HTML fragment with sections: h3 headings for sections present: About the role? The posting includes Position Summary, Responsibilities (multiple subsections), Minimum Education And Experience, Knowledge, Skills And Abilities. Also Work Schedule is given: "Work Schedule: 8:30am – 5:30pm, Monday – Friday." So we need a Schedule section. Pay: "Budgeted Salary Range: The expected pay range for this positions is $40.10 to $44.88 per hour." So Pay section. Benefits? Not mentioned. So no Benefits heading.
We must not repeat job title as heading. No Job ID. Remove boilerplate like "To be considered, please include a cover letter and resume..." etc. Also remove "Note: Not all unique aspects..." etc. Also remove duplicated lines.
We need to preserve all substantive info.
We need to structure: maybe sections: About the role (Position Summary), Responsibilities (maybe combine all responsibilities subsections), Minimum Education and Experience, Knowledge, Skills and Abilities, Pay, Schedule.
We need to use for each section heading. Use
for each section heading. Use - for any list of duties/requirements/benefits. Use
for prose.
We need to decide what to list as bullet lists: responsibilities can be bullet list. Knowledge, Skills and Abilities can be bullet list. Minimum Education and Experience maybe prose or bullet? It's a requirement; could be bullet list but it's a single statement. Could be
. But we can also make
- for that.
We must not create sections with filler like "commensurate with experience". Not relevant.
We need to ensure we include all substantive info: Main Work Location: Historic Stanford Campus, Work Arrangement: On-site. Should we include that? It's substantive. Could be part of About the role or maybe a separate section? There's no heading for location; we could include in About the role paragraph.
We need to include Pay section with the salary range.
Schedule section with work schedule.
We must not include application instructions.
Let's craft.
HTML:
About the role
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. Main work location: Historic Stanford Campus. Work arrangement: On-site.
Responsibilities
- Greet and direct visitors; staff the front office; answer routine inquiries.
- Verify financial transactions; manage 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 purchasing and travel cards monthly; ensure proper documentation and compliance.
- Review invoices for accuracy and initiate purchase requisitions.
- Coordinate ORSL charity collection process: oversee donation intake, recognition, reconciliation, gift transmittals, and deposit procedures.
- Serve as ORSL’s building manager for Memorial Church and associated ORSL spaces: submit work orders for maintenance, custodial services, repairs, and equipment upkeep; take daily visual inventory of Memorial Church grounds; complete daily formal lock‑up procedure; track facility and office equipment (keys, ID cards, golf carts, 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.
- 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.
- Provide event support logistics as needed, in coordination with other ORSL staff.
- Act on behalf of the supervisor/department manager/chair to establish priorities and identify/resolve administrative problems.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing production/distribution of materials, administering logistics, and managing events 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 ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
- Plan and schedule calendars 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, 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 an equivalent 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 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.
Pay
The expected pay range for this position is $40.10 to $44.88 per hour.
Schedule
Work schedule: 8:30 am – 5:30 pm, Monday – Friday.
Check for any duplicated content: we included responsibilities from multiple subsections; we covered all. Did we miss any? There's also "Financial Operations Manage all purchasing and financial logistics..." we covered. "Building & Facilities Management" covered. "Staff, Special Guest, and Administrative Support" covered. Also "Other duties may be assigned, as needed." Not included; maybe we should include as a bullet: "Other duties may be assigned as needed." It's substantive. Add bullet.
Also "Position Summary" we used as About the role. Good.
Check for any mention of "Budgeted Salary Range: The expected pay range for this positions is $40.10 to $44.88 per hour." We used.
Check for "Work Schedule: 8:30am – 5:30pm, Monday – Friday." used.
Check for "Main Work Location: Historic Stanford Campus Work Arrangement: On-site." included in About the role.
Check for "Note: Not all unique aspects of the job are covered by this job description" removed.
Check for "To be considered, please include a cover letter and resume in your online application." removed.
Check for "Under the direction of the Director of Events and Operations, the FOC is a key team member..." included.
Check for "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." Not included; we missed that. Should add bullet under Responsibilities or maybe as separate bullet. Add bullet: "Must be able to prioritize, multi‑task, and keep a calm, welcoming demeanor; high level of professionalism and dependability required."
Also "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." Already in About the role.
Also "This vital role supports the smooth functioning of ORSL’s programs, staff operations, and physical spaces." Already in About the role.
Also "Financial Operations Manage all purchasing and financial logistics for the department, including procurement of supplies, services, and equipment." Already bullet.
Also "Process payments for vendors, contractors, and guest speakers, including honoraria, travel reimbursements, and speaker arrangements." bullet.
Also "Serve as department lead for university financial coordination, liaising with central university office to ensure accurate processing and Compliance." bullet.
Also "Reconcile all purchasing and travel cards on a monthly basis, ensuring proper documentation and compliance with university policy." bullet.
Also "Review invoices for accuracy and initiate purchase requisitions." bullet.
Also "Coordinate ORSL charity collection process: oversee donation intake, recognition, reconciliation, gift transmittals, and deposit procedures [KG1] ." bullet.
Also "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." bullet.
Also "Take daily visual inventory of Memorial Church grounds and report items needing attention." bullet.
Also "Complete the daily formal lock-up procedure for Memorial Church and its office spaces." bullet.
Also "Track facility and office equipment such as keys, ID cards, golf carts, and IT assets, and schedule repairs as needed." bullet.
Also "With the Director of Events and Operations, lead emergency preparedness efforts and ensure safety protocols are in place and reviewed regularly." bullet.
Also "Liaise with university departments such as Environmental Health & Safety, Facilities, and Land, Buildings & Real Estate." bullet.
Also "Staff, Special Guest, and Administrative Support Assist with onboarding and offboarding of staff and affiliates." bullet.
Also "Coordinate guest speaker logistics: issue formal invitation letters, manage travel arrangements, process payments, and serve as liaison throughout the engagement." bullet.
Also "Set up guest speakers and short-term visitors in university financial systems." bullet.
Also "As directed by the Director of Events and Operations, provide event support logistics as needed in coordination with other ORSL staff." bullet.
Also "Other duties may be assigned, as needed." bullet.
Also "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." bullet.
Also "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." bullet.
Also "Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking." bullet.
Also "Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites." bullet.
Also "Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies." bullet.
Also "Create complex reports and spreadsheets which may utilize specialized software and systems."
for prose. We need to decide what to list as bullet lists: responsibilities can be bullet list. Knowledge, Skills and Abilities can be bullet list. Minimum Education and Experience maybe prose or bullet? It's a requirement; could be bullet list but it's a single statement. Could be
. But we can also make
- for that.
We must not create sections with filler like "commensurate with experience". Not relevant.
We need to ensure we include all substantive info: Main Work Location: Historic Stanford Campus, Work Arrangement: On-site. Should we include that? It's substantive. Could be part of About the role or maybe a separate section? There's no heading for location; we could include in About the role paragraph.
We need to include Pay section with the salary range.
Schedule section with work schedule.
We must not include application instructions.
Let's craft.
HTML:
About the role
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. Main work location: Historic Stanford Campus. Work arrangement: On-site.
Responsibilities
- Greet and direct visitors; staff the front office; answer routine inquiries.
- Verify financial transactions; manage 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 purchasing and travel cards monthly; ensure proper documentation and compliance.
- Review invoices for accuracy and initiate purchase requisitions.
- Coordinate ORSL charity collection process: oversee donation intake, recognition, reconciliation, gift transmittals, and deposit procedures.
- Serve as ORSL’s building manager for Memorial Church and associated ORSL spaces: submit work orders for maintenance, custodial services, repairs, and equipment upkeep; take daily visual inventory of Memorial Church grounds; complete daily formal lock‑up procedure; track facility and office equipment (keys, ID cards, golf carts, 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.
- 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.
- Provide event support logistics as needed, in coordination with other ORSL staff.
- Act on behalf of the supervisor/department manager/chair to establish priorities and identify/resolve administrative problems.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing production/distribution of materials, administering logistics, and managing events 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 ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
- Plan and schedule calendars 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, 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 an equivalent 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 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.
Pay
The expected pay range for this position is $40.10 to $44.88 per hour.
Schedule
Work schedule: 8:30 am – 5:30 pm, Monday – Friday.
Check for any duplicated content: we included responsibilities from multiple subsections; we covered all. Did we miss any? There's also "Financial Operations Manage all purchasing and financial logistics..." we covered. "Building & Facilities Management" covered. "Staff, Special Guest, and Administrative Support" covered. Also "Other duties may be assigned, as needed." Not included; maybe we should include as a bullet: "Other duties may be assigned as needed." It's substantive. Add bullet. Also "Position Summary" we used as About the role. Good. Check for any mention of "Budgeted Salary Range: The expected pay range for this positions is $40.10 to $44.88 per hour." We used. Check for "Work Schedule: 8:30am – 5:30pm, Monday – Friday." used. Check for "Main Work Location: Historic Stanford Campus Work Arrangement: On-site." included in About the role. Check for "Note: Not all unique aspects of the job are covered by this job description" removed. Check for "To be considered, please include a cover letter and resume in your online application." removed. Check for "Under the direction of the Director of Events and Operations, the FOC is a key team member..." included. Check for "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." Not included; we missed that. Should add bullet under Responsibilities or maybe as separate bullet. Add bullet: "Must be able to prioritize, multi‑task, and keep a calm, welcoming demeanor; high level of professionalism and dependability required." Also "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." Already in About the role. Also "This vital role supports the smooth functioning of ORSL’s programs, staff operations, and physical spaces." Already in About the role. Also "Financial Operations Manage all purchasing and financial logistics for the department, including procurement of supplies, services, and equipment." Already bullet. Also "Process payments for vendors, contractors, and guest speakers, including honoraria, travel reimbursements, and speaker arrangements." bullet. Also "Serve as department lead for university financial coordination, liaising with central university office to ensure accurate processing and Compliance." bullet. Also "Reconcile all purchasing and travel cards on a monthly basis, ensuring proper documentation and compliance with university policy." bullet. Also "Review invoices for accuracy and initiate purchase requisitions." bullet. Also "Coordinate ORSL charity collection process: oversee donation intake, recognition, reconciliation, gift transmittals, and deposit procedures [KG1] ." bullet. Also "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." bullet. Also "Take daily visual inventory of Memorial Church grounds and report items needing attention." bullet. Also "Complete the daily formal lock-up procedure for Memorial Church and its office spaces." bullet. Also "Track facility and office equipment such as keys, ID cards, golf carts, and IT assets, and schedule repairs as needed." bullet. Also "With the Director of Events and Operations, lead emergency preparedness efforts and ensure safety protocols are in place and reviewed regularly." bullet. Also "Liaise with university departments such as Environmental Health & Safety, Facilities, and Land, Buildings & Real Estate." bullet. Also "Staff, Special Guest, and Administrative Support Assist with onboarding and offboarding of staff and affiliates." bullet. Also "Coordinate guest speaker logistics: issue formal invitation letters, manage travel arrangements, process payments, and serve as liaison throughout the engagement." bullet. Also "Set up guest speakers and short-term visitors in university financial systems." bullet. Also "As directed by the Director of Events and Operations, provide event support logistics as needed in coordination with other ORSL staff." bullet. Also "Other duties may be assigned, as needed." bullet. Also "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." bullet. Also "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." bullet. Also "Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking." bullet. Also "Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites." bullet. Also "Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies." bullet. Also "Create complex reports and spreadsheets which may utilize specialized software and systems."