Finance Associate

Job description

Finance Associate

Stanford University

Job Number:

Job Classification Title: Finance Associate
JCC: 4440
Grade: E
Non-Exempt, 100% FTE

The Finance Associate serves as a key member of the administrative team and supports the Finance Manager, staff, visitors, students and faculty with their fund accounting and procurement needs. The Finance Associate will utilize a wide range of university systems to perform finance functions related to the management of the department accounts, which require specific knowledge and broad application of university and government policies, precedents, and systems. A degree in Finance and/or three years of work experience is preferred.

The main responsibilities of this position include, but are not limited to:
Department Accounting: The Finance Associate will utilize a wide range of different university financial systems such as OBI reporting, the Faculty Financial Inquiry Tool (FITT) and the Commitment Management System (CMS), to perform activities related to managing the correct allocation of expenses, and preparing expenditure and fund reconciliations reviews for the accounts of the department. This includes:

  • Independently running, analyzing, reconciling and reviewing, financial reports to provide ongoing monthly expenditure and fund statements reconciliation of all the department accounts, including government sponsored, to ensure that the accounts are not overspent and that expenses are consistent with approved University, government and sponsor guidelines.
  • Assisting in the preparation of basic management information and Ad Hoc reporting to be used for key activities or decision making, producing financial reports, developing and maintaining accurate spreadsheets, to support account reconciliation.
  • Managing the verification of financial transactions, analyzing, gathering, and compiling accounting transactions and documents for completeness, accuracy, and compliance.
  • Monitoring transactions in financial systems and ensuring works complies with complex internal policies and external regulations which require policy interpretation.
  • Download and monitor reports supporting project status, and use forecasting and decision aides under guidance.
  • Researching problematic transactions to independently identify and resolve incorrect financial transaction entries, data anomalies and unusual issues within work unit.
  • Participate in contract closeout process and audit inquiries as needed.
  • Reviewing, tracking funds and reporting on use of gifts, as needed.
  • Serving as first line resource to faculty, staff, visitors and students and advising them on "best practices" for travel matters as necessary, and independently resolving any issues that might arise.
  • Resolving billing issues as required.
  • Supporting the Finance Manager with other special projects as assigned.
  • Providing occasional backup for the Research or Administrative Administrators in the department during staff absences (vacations, etc.) and fulfill other duties as needed.

    Financial Transactions: The Finance Associate will also:
  • Process independently travel, reimbursements, honoraria, Pcards and travel card transactions, iJournals and iProcurement orders for the department, and ensure that transactions comply with internal policies and external government regulations which require interpretation of complex policies.

  • Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance.
  • Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items.
  • Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.
  • Resolve transactional inquiries, escalate broader issues.
  • Respond to transactional inquiries from client groups.
  • Will be responsible for p-card administration, processing, travel cards and expendable reimbursements.
  • May establish accounts in financial systems; prepare invoices.
  • Participate in new initiatives, as needed such as user testing.
  • Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.
    * - Other duties may also be assigned


    Education & Experience:
    High School diploma or equivalent and two years' work experience.

    Knowledge, Skills and Abilities:
  • Knowledge of basic accounting procedures.
  • Ability to operate computerized office applications and accounting systems.
  • Ability to clearly and effectively communicate information to internal audiences and client groups.

    Certifications and Licenses:

  • Constantly perform desk-based computer tasks.
  • Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.
  • Occasionally write by hand, twist, bend, stoop and squat.
  • Rarely stand, walk, reach or work above shoulders and use a telephone.
    * - 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.

  • May work extended hours during peak business cycles.

  • 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,

    Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.


    Location: School of Humanities and Sciences, 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: 1/9/2019
    Application Due: 3/11/2019
    Work Type: