Finance and Administration Manager

Job description

Finance and Administration Manager

Stanford University

Job Number:

Administrative Associate 4
Job Family:
Job Series: Administrative Associate
Job Code: 4104
Grade: G
Exemption: Non-exempt

The Precourt Institute for Energy at Stanford is seeking a full-time Finance & Administration Manager who will report to the Assistant Director for Finance. The purpose of this position is to support the team with financial reporting and analysis, expenditure compliance, reconciliations, fund management, AR/AP, and assorted HR responsibilities. The Finance & Administration Manager must be highly customer service oriented with strong organizational and analytical abilities and be able to cultivate successful working relationships within the Institute, its centers, programs, initiatives, and with external units. This individual will also need to be an effective team player with excellent communication skills and a drive to learn, innovate, and contribute. Responsibilities include:

  • Review and approve all expenses and ensure compliance with Stanford guidelines
  • Manage seed grants pre-and post-award activities (funding distribution, tracking and reporting)
  • Manage financial processes for student activities (fellowship program, internships)
  • Support outreach and event teams on budget development and planning
  • Assist program and unit managers with financial reporting and transactional activities
  • Handle accounts receivable (managing invoices/collecting revenue/allocating appropriately)
  • Complete gift transmittals for incoming revenue and perform cash management activities
  • Enter labor schedules for employees and perform labor distribution adjustments
  • Conduct month-end close reconciliations (entering iJournals, submitting fund transfers, etc.)
  • Assist with annual budget cycle and variance reporting
  • Support year-end close activities and close-out awards
  • Advise and instruct staff on expense processes, guidelines, policies, and best practices
  • Develop organizational processes to improve efficiencies and internal controls
  • Contribute to maintaining intranet content for financial standards and processes

Other responsibilities may include:
  • Process new staff hires including academic staff, temps, and other staffing appointments
  • Administer appointments for academic scholars, researchers, student assistantships, etc.
  • Manage appointment processes and onboarding activities for all postdoctoral activities

Note: Not all unique aspects of the job are covered by this job description

Job Code: 4104
Job Grade: G

Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

  • 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.
  • Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
  • 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 research 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) without prior 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. Make recommendations based on reports.
  • 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 complex office moves. Plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • Positions at this level also include one or more of the following duties:
1. In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.2. Responsible for leading the administrative functions of a program or unit.3. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.4. Serve as building coordinator.5. Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
* - Other duties may also be assigned
Education & Experience:
High school diploma and six 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.
  • Proven 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.

Certifications and Licenses:

  • 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,

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University's research, teaching and clinical missions.


Location: Dean of Research, California, United States
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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Job No:
Posted: 11/6/2018
Application Due: 1/7/2019
Work Type: