Finance and Operations Manager

Job description



Finance and Operations Manager

Stanford University

Job Number:
84223






Finance and Operations Manager (Administrative Associate 4)Job Family: AdministrationJob Series: Administrative AssociateJob Code: 4104Grade: GExemption: Non-exemptEffective/Revision Date: 04/01/2015



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THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES ONE YEAR FROM THE START DATE, AND MAY BE EXTENDED BASED ON PROGRAM NEED AND FUNDING AVAILABILITY.

FOR CONSIDERATION, PLEASE SUBMIT RESUME AND COVER LETTER. ALL FINAL CANDIDATES MUST COMPLETE A BACKGROUND CHECK.

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

The Finance and Operations Manager for the Social X-Change and Immigration Policy Lab (IPL) will have the opportunity to work with two of the most exciting projects driving social impact on Stanford's campus.

Stanford's Social X-Change is a new accelerator with the mission to tackle social problems using human creativity, rigorous evidence, and innovative technology. The accelerator's goal is to spur cutting-edge social science research designed in partnership with governments, non-profits, philanthropies, or the private sector that yields new solutions to challenging social and public policy problems. The accelerator is envisioned as a platform that will: (a) connect talented researchers and practitioners around concrete problems, (b) house, resource, and support these partnerships, (c) support the collection of evidence to identify potential interventions, (d) support the launch and evaluation of new interventions, and (e) scale promising solutions. These partnerships will span substantive areas including poverty and inequality, health, education, criminal justice, the environment, economic opportunity, and governance, polarization, and civic engagement, with local, national, and global reach. These partnerships will take the form of “impact labs” and our ambition is to support up to 20 impact labs working on different issues with five-year, multi-million-dollar commitments. We see the Social X-Change as an R&D infrastructure that powers the application of social science to parallel an existing pipeline that uses research to drive innovation in industry and biotechnology.

As one of Stanford's leading impact labs, the Immigration Policy Lab (IPL) evaluates and designs policies surrounding the integration of immigrants and refugees worldwide. By producing new evidence and translating it into creative solutions, we seek to improve migrants' lives and strengthen their host communities. Using large datasets, creative research designs, and cutting-edge analytical tools, we bring new evidence to bear on the urgent problems facing immigrant and refugee service providers. We engage with community-based organizations as well as local, state, national, and international governmental agencies to test the effectiveness of current policies and design new policies, programs, and tools that ultimately impact millions of migrants, as well as the economic and social prosperity of the countries in which they live. Our talented team of faculty, staff, postdocs, graduate and undergraduate students is creating an innovative research model that combines the quality and rigor of an academic lab with the efficiency and innovation of a civic-tech startup.

The Finance and Operations Manager will split their time 50/50 between Social X-Change and IPL, acknowledging that throughout the year the Finance and Operations manager will balance responsibilities as needed between the two. This position will report to the Social X-Change Operations Lead and IPL Executive Director. We see this critical role as the engine in ensuring that our teams and operations are able to work efficiently towards delivering great work products. The Finance and Operations manager will be responsible for a wide range of financial and operational activities to ensure the success and growth of both Social X-Change and IPL. Leading day-to-day operations will include facilities management, event organization and execution, technology advising and problem-solving, as well as supplier and contractor management. Financial responsibilities will include developing policies and protocols for Social X-Change grantmaking, monitoring budgets, handling day-to-day management of Social X-Change and IPL's operating budgets. Great candidates will be highly motivated, comfortable with ambiguity, self-starters and able to collaborate as part of a small (but growing) team of faculty, staff, postdocs and students.
JOB PURPOSE:

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

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.


  • 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


MINIMUM REQUIREMENTS:




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:
None

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.

WORKING CONDITIONS:

WORK STANDARDS:
  • 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.
    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. Additional Information
    • Schedule: Full-time
    • Job Code: 4104
    • Employee Status: Fixed-Term
    • Grade: G
    • Requisition ID: 84223


    Job:

    Location: Dean of Research, Stanford, California, United States
    Schedule:
    Classification Level:

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

    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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