Adventure Programs Outfitting Coordinator Stanford University United States

Adventure Programs Outfitting Coordinator

Athletics, California, United States

Job Family: Student Services

Job Series: Student Services

Job Code: 7501

Salary Grade: F

Exemption Classification: Exempt

Stanford Recreation and Wellness is committed to provide diverse recreational opportunities that inspire health and well-being for our community. We foster an important and integral part of the Stanford experience while working with students, faculty, staff, administrators, and community partners to create a campus environment in which everyone can flourish physically, personally, and intellectually. Our offerings, programs, and courses complement each other by meeting the needs of our community and contribute to the development of such intangible attributes such as leadership, passion for working cooperatively toward a goal, and increase overall physical well-being.

The Division of Adventure Programs in Recreation and Wellness is hiring for a full-time Outfitting Coordinator. The ideal candidate enjoys working directly with students, faculty and staff to create a vibrant student life focused community, and is confident in explaining and upholding policy, implementing and improving current practices, and tracking the many details related to running a facility and its programming. We seek someone with outstanding communication skills, a talent for influence and negotiation, acute problem-solving skills, diplomatic savvy, a good sense of humor and a sharp mind.

Under the direction of the Director of Adventure Programs, the Outfitting Coordinator is responsible for the operation of outfitting services and overseeing fleet management as well as supervising contingent and student staff.

As Outfitting Coordinator, you will assist in making first level decisions on issues regarding the Outfitting for academic and recreational outdoor trip experiences. You will oversee fleet management to include the training of student and staff drivers, collecting driving records and communicating with the Risk Management office, and keeping up with vehicle service and maintenance requirements. The Outfitting Coordinator will also conduct quarterly operations and risk management training for student trip leaders, resolve basic issues within the Outdoor Program unit using defined policies, practices and professional knowledge as a reference.

Your responsibilities will include:
Administrative Responsibilities
  • Assist with the administration of financial processes.
  • Maintain food storage record and handling in accordance with California Food Handling guidelines
  • Maintain food ordering and inventory systems that meet programmatic and budgetary demands
  • Organizes all paperwork and ensures an ample supply of forms are stocked in the appropriate locations to conduct business.
  • Ensure compliance with the organization's vehicle use procedures (Admin Guide 8.4.1 & 8.4.2), Vehicle Acquisition, Ownership and Disposition for all vehicles used by the organization.
  • Establish a written procedure for the organization that describes who may drive vehicles in connection with the organization's official University activities and under what circumstances.
  • Obtain and maintain copies of all signed agreements listed under Section 1.d above. Driver's license numbers are High Risk Data, as defined by the Information Security Office, and must be stored in a secure, locked location.
  • Create plans for food purchase and gear needs for weekly outdoor program trips as well as large programs such as SPOT and SOOP
  • Serve as a basic information resource to other departments, divisions, and units; represent unit at meetings and events.
  • Participate as a member of department and division teams and projects.
Staff Management
  • Responsible for the daily management of outfitting, including the staff recruitment, hiring, orientation, training, scheduling, motivation and retention of student and contingent personnel.
  • Plan, organize, and facilitate training, work assignments, evaluations to provide on-going performance feedback, and if needed, disciplinary action for personnel. 
  • Trains staff in the use of food packing systems, policies, and procedures.
Program Management
  • Develop and maintain food packing systems that are efficient and safe
  • Supervise student and contingent staff in food handling and packing
  • Oversee the gear prep and de issue process for outdoor trips, SPOT, academic courses, SOOP, and SWEAT
  • Supervise the packing of food for outdoor trips, SPOT, academic courses, SOOP, and SWEAT
  • Conduct quarterly training on operations and risk management for student trip leaders
  • Coordinate divers training sessions with 3rd party provider
  • Manage fleet service and routine maintenance in accordance with University guidelines
  • Oversee repair and cleaning for fleet vehicles
  • Maintain registration records for fleet
  • Contribute to identifying community trends, needs analysis, participate in the implementation and testing of new concepts, with constant regard to the department's strategic plan.
  • Provide general guidance and counsel on programs, policies, and services; participate in planning for future needs.
  • Collaborate with Outdoor Program staff to approve and resolve complex issues.
  • Assist with the implementation of policies and procedures to include facility access, emergency action plans, and standard operating procedures.    
  • Ensure policies and procedures are followed in accordance with established service and safety standards. 
  • Determine whether disputed issues have been handled appropriately through substantial knowledge of internal policies and procedures.
To be successful in this position, you will bring:
  • Bachelor's degree and one year of relevant experience, or combination of education and relevant experience.
  • Exceptional written and verbal communication skills.
  • Basic computer skills, including experience with Microsoft Office Suite.
  • Basic analysis and problem solving skills.
  • Knowledge of current risk management practices in recreation and outdoor education settings, business skills necessary to manage and students,
  • A general understanding of all recreation and outdoor education sports
  • Ability to operate a vehicle for university purposes while possessing and maintaining an appropriate license.
  • Relevant computer systems/technology experience.
  • Understanding of financial transactions.
  • Ability to learn and understand compliance with legal, financial, and university policies and external regulations.

  • Frequently sit, perform desk-based computer tasks.
  • Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and pull objects that weigh up to 45 pounds.
  • May work extended hours, evenings and/or weekends.
  • May travel locally.
  • Travel on campus to schools/units.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide,
DAPER’s Integrity:

This position, along with all DAPER coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for insuring that his/her involvement with Athletic Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and PAC-12 rules and regulations.

*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.

Why Stanford is for you: 

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, ride-sharing incentives, discounts and more!

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