Director of Administration and Finance

Apr 04, 2017
Institution Type
Four-Year Institution

Stanford University

Director of Administration and Finance

Job Number:

Director of Administration and Finance - School of Earth, Energy & Environmental Sciences

The Earth System Science department in the School of Earth Energy & Environmental Sciences is currently seeking an experienced administrative manager with strong leadership skills to provide management and coordination of all administrative functions for the department. The director serves as the senior administrative manager of the department and has overall responsibility for administrative and operational functions, including finance, personnel administration, faculty support, student services, research administration, facilities and property management, and health and safety.

The department is comprised of approximately 22 faculty, 25 staff, 60 graduate students and 30 post-doctoral scholars.

The director is the primary liaison with other offices within the School and the university and also serves to represent the Earth System Science department and its administrative concerns as appropriate. This position reports jointly to the Department Chair and the Senior Associate Dean for Finance and Administration in the school's Dean's office.

Areas of responsibility for this position include*:

General Administration

Responsible for the accuracy and integrity of the department's business processes and practices, and their consistency with University and School policies and guidelines.

Financial Management Direct all fiscal operations for the department, including:
  • Development of budget plans and resource allocation in response to departmental needs and goals.
  • Oversee day-to-day financial management of individual accounts and transactions, ensuring that all relevant regulations and policies are adhered to, appropriate cost controls are in place and necessary records are maintained
Personnel Administration Responsible for all departmental personnel activities, including:

  • Manage departmental administrative staff and/or acts as administrative supervisor in cases where administrative staff report directly to faculty.
  • Work closely with School Human Resources Officer and central offices in administering various personnel functions.
  • Oversee personnel transactions for faculty, staff and students.
  • Provide administrative support for faculty recruitment, appointment and promotion procedures.
Research Administration
  • Manage proposal development and submittal process; supervise the staff who work closely with the PI and OSR to ensure that agency requirements and university policies are adhered to.
  • Oversee post-award processing and awards management, working closely with OSR, the PI and other relevant entities. Establish mechanisms whereby projects are managed effectively from award through project close-out, including all necessary financial reporting.
Student Services Supervise the Student Services Officer, and provide day-to-day oversight, ensuring that effective support is provided to the department's students and academic program. This includes oversight of: admissions, allocation of financial aid, and coordination of teaching program (courses and degrees, time schedule, etc.), and services to graduate students.

Facilities and Property Responsible for space planning and allocation for all faculty, staff and students, distributed across five campus buildings.

  • Ensure appropriate maintenance of all department facilities and equipment
  • Serve as the department representative on all facilities and renovation projects
  • Oversee and coordinate faculty and staff moves within departmental facilities
  • Maintain/manage current department space and equipment inventories.

* - Other duties may also be assigned

Education & Experience:

Bachelor's degree and five years of relevant experience in administrative and financial management, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated leadership and supervisory skills including conflict resolution.
  • Excellent planning and organizational skills.
  • Excellent communication skills.
  • Strong financial expertise in accounting, budget planning and financial forecasting.
  • Strong expertise in grants and contract administration.
  • Strong negotiation and interpersonal skills.
  • Attention to detail and accuracy.
  • Strong analytical and problem solving skills.
  • Strong expertise in business and management computer applications and databases.
  • Strong knowledge of industry standards and/or regulatory requirements.
  • Subject matter expertise for area(s) of responsibility.
  • Ability to multi-task and manage deadlines. PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, writing by hand, use a telephone, lift/carry/push/pull objects that weigh 11-20 pounds. * - 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.

    The School of Earth Energy & Environmental Sciences The Stanford School of Earth, Energy & Environmental Sciences (SE3) develops the knowledge and talent to understand the workings of the planet and to help solve resource and environmental challenges. The School includes a range of disciplines in geosciences, Earth system science, and energy resources engineering, and includes both disciplinary and interdisciplinary educational programs at the undergraduate and graduate levels.

    The department of Earth System Science focuses on environmental and sustainability science, with work spanning the disciplines of geology, biology, hydrology and ocean and atmospheric sciences. Read more here:

    Experience a culture of excellence.

    As one of the world's premier research institutions, Stanford University has launched hundreds of initiatives solely for the betterment of humanity. Here, we are committed to fostering a workplace culture that promotes diversity, collaboration and professional growth. We offer career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives.

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    A cover letter and resume are required for your application to be considered for this position

    Job: Administration

    Location: School of Earth, Energy & Environmental Sciences
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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