Job Information
Stanford University Finance and Operations Administrator in Stanford, California
Finance and Operations Administrator
School of Humanities and Sciences, Stanford, California, United States
Finance
Post Date Jul 03, 2024
Requisition # 103824
Finance and Operations Administrator
TheSchool of Humanities and Sciences (H&S)is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description: Founded in 1974, the Clayman Institute for Gender Research creates knowledge and seeks to implement change that promotes gender equality. Since its founding, the Institute has offered many programs to further gender equality. We set a broad research agenda, translate gender research, convene interdisciplinary networks of scholars, and educate students. See https://gender.stanford.edu/ for more information.
Position Summary: The Clayman Institute for Gender Research is seeking a Finance and Operations Administrator, who will oversee the institute’s operations and finances. This position includes financial transaction processing, budget management, grant and gift processing, building and property management, and general office support. The Finance and Operations Administrator must demonstrate a positive outlook on continuous process improvement efforts and a strong desire to continuously learn new and unfamiliar topics, policies and procedures as they relate to finance and operations.
This is a 100% FTE continuing position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.
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 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.
Oversee and process financial transactions including reimbursement of expenses, verifications on travel card and purchasing card transactions, invoice payments, and service payments.
Monitor the institute’s annual budget, build anaccurate budget for the upcoming fiscalyearandensureaccountsareaccurateandreadyforyear-endclose; lead and year-end close of all operating accounts and individual funds.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Providemonthlyreportingondepartmentspendingandrunbudgetprojectionsasneeded for the institute;providemonthlybudget vs. actual reports and ad hoc reports asneeded,including gifts, pledges, and commitments.
Updatelaborschedulesandprocesslabordistributionadjustmentsasneeded.
Contribute to the continuous development and maintenance of the financial procedures and guidelines established.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
Serve as Department Property Administrator,updaterecordsiniSpaceandcompleteiSpacecertificationasneeded.Ensurecompliancewith space inventory regulations.
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.
*Other duties may also be assigned.
MINIMUM REQUIREMENTS:
Education & 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.
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.
PHYSICAL REQUIREMENTS*:
Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
- 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 the job.
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,http://adminguide.stanford.edu.
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
Schedule: Full-time
Job Code: 4098
Employee Status: Regular
Grade: F
Requisition ID: 103824
Work Arrangement : Hybrid Eligible