Gift Securities Operations Assistant

Job description

Gift Securities Operations Assistant

Stanford University

Job Number:

Gift Securities Operations Assistant

**This is a 4 month fixed term position.**

Stanford University

Consider all the lives saved over the many years as a result of Stanford's innovation in the medical field. Imagine a world without the internet and social platforms. Did you know Stanford pioneered the procedure for organ transplants and created the first website in the United States? All these advances and more are a direct result of Stanford University's prominent faculty, researchers and alumni, who have revolutionized the way we live and enriched the world. Supporting this mission is Stanford's dedicated 16,000 staff, who come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere.

Redwood City Campus
Our new Stanford Redwood City campus is the workplace for approximately 2,700 staff whose jobs are important to supporting the university's mission. The campus brings departments together in a collaborative environment that reflects Stanford's culture and mission. The campus offers amenities such as onsite cafes and a dining pavilion, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families.

Financial Management Services

Financial Management Services (FMS) is part of the Stanford University Business Affairs organization, whose vision is “to work together to make administration seamless and efficient to enable and support teaching, learning and research.” Specifically, this position will reside within the FMS Controller's Office, a part of the Gift Securities business unit which partners closely with the Office of Development.
The Gift Securities team is responsible for facilitating the transfer of all gifts of appreciated securities to the university as well as managing the valuations, liquidations and collections processes for each gift. The Gift Securities Operations Assistant is integral in supporting the day-to-day operations of tracking all the details of each gift and preparing it for processing.

Gift Securities Operations

The team is looking for a thoughtful, organized, efficient, and nimble individual to help the team deliver unparalleled customer service to all our constituencies both internal and external to ensure the giving experience is positive, flawless, and fulfilling. Critical to the success of this position is the ability to learn and work quickly in a fast-paced, transactional, and dynamic environment as well as work collaboratively and independently with a small team requiring effective communications. Must have strong computer technology skills and basic technical understanding of stock market operations. Ability to work in and enjoy high-stress environments for prolonged periods.


  • Review, process, gather, and compile brokerage 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 effectively to inquiries from client groups electronically and by telephone.
  • May 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, presenting workshops and creating new processes.
  • 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:
    Some college or equivalent and two years relevant work experience. (Prefer college graduate.)

    Knowledge, Skills and Abilities:
  • Stock market/brokerage firm work experience.
  • Knowledge of basic accounting and finance procedures.
  • Ability to operate computerized office applications and accounting systems.
  • Ability to clearly and effectively communicate information to internal audiences and client groups.
  • Excellent client service skills with a focus on responding quickly and thorough follow-up.
  • Solutions-oriented, independent problem solver willing to make judgement calls within authority.
  • Demonstrated understanding of authority levels.

    Preferred Requirements:

  • Stock brokerage operational and client service experience
  • College degree in accounting or finance, or relevant work experience if degree is in another field
  • Client/customer service background

  • Able to work in local office location, not a remote work opportunity.
  • Constantly perform desk-based computer tasks and use a telephone effectively.
  • 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.

  • May work extended hours during peak business cycles or project deadlines.
  • No vacation or personal time off during peak business cycles (Aug/Dec). No exceptions.

  • 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,

    The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

    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.

    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.

    Additional Information
    • Schedule: Full-time
    • Job Code: 4121
    • Employee Status: Fixed-Term
    • Grade: H
    • Requisition ID: 87291


    Location: Business Affairs: Financial Management Services (FMS), Redwood City, 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: 9/14/2020
    Application Due: 10/2/2020
    Work Type: