Operations Manager

Stanford University
Closing date
Jul 18, 2033

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Job Details

Operations Manager
Business Affairs: Financial Management Services (FMS), Redwood City, California, United States

Job Code: 4945
Employee Status: Regular
Grade: E
Requisition ID: 90360

Job Purpose:

The University's Business Expense management is a function within the Procurement department in Financial Management Services (FMS). Procurement's broader vision is to evolve from a transaction management operation to value-added trusted advisors that enable financial stewardship in support of University goals. Business Expense Services is in a transformative state. The Business Expense team utilizes Artificial Intelligence (AI) technology and a risk based approach/continuous monitoring program to review Expense Request System (ERS) and Payment Request System (PRS) transactions. As this AI technology matures, we look to utilize it to the best extent and enable the team to be more proactive and efficient in the review of business expense transactions for compliance, reasonability and potential fraud.

In this leadership role, the Operations Manager will supervise and mentor Business Expense auditors and will play a key role in the operations transformation as it evolves from transactional to more analytical, from tactical to more strategic. Reporting to the Director of Business Expense, the Operations Manager must be a highly motivated and proactive leader to provide strategic oversight of the daily operations and in compliance with university policy and procedures, as well as applicable regulations. As part of one of Procurement's strategic initiatives, the Operations Manager plays a key role to maximize the benefits of the AI technology in an effort to reduce fraud, waste and abuse.

Each day is different - you will need a flexible mindset and the ability to motivate and inspire a growth mindset with the team. If you are a proactive individual with strong business sense, leadership capabilities, and outstanding collaboration and communication skills, this may be the right career opportunity for you.

Included in this role is:
  • Supervising, training, and mentoring Business Expense (BE) auditors reporting directly to you
  • Creation and implementation of BE audit team learning and training roadmaps
  • Empowering audit team by standardizing processes and procedures related to the day-to-day transaction auditing for ERS and PRS transactions
  • Workload analysis and distribution
  • Analyze system processes and recommend improvements while meeting business requirements
  • Executing key processes and running reports to perform daily reconciliations and periodic data sampling to ensure accuracy and completeness of data interfaces between Oracle and AI tool
  • Perform complex reconciliations and analysis to validate rules are triggered as designed and recommend and implement policy and system changes as needed.
  • Perform highly analytical and control functions to detect potential fraud or risks and recommend approved changes to program processes.
  • Trend analysis will be developed to recognize patterns and identify risks not seen on individual transactions.
  • Participating in PS managers meetings and in the FMS Management meetings
  • Working in a team environment to support strategic Procurement Services initiatives and taking ownership and leading and/or mentoring others in areas of responsibility
  • A strong collaborating partner with other BE senior financial analysts in alignment with projects and initiatives
  • Taking a lead role in facilitating communications with other FMS teams, University clients, University stakeholders, and suppliers to gain alignment on business needs and compliance requirements
  • Partner with Director and Business Relationship team in outreach efforts with campus community related to business expense process, procedures and policies.

Core Duties*:
  • Direct staff and provide leadership to achieve goals and vision of the organization and the day-to-day operations. Responsible for hiring and retaining staff, career coaching, professional development and accountable for the performance of employees.
  • May independently or in collaboration with human resources managers, guide supervisors in the interpretation and implementation of human resources policies, procedures and programs.
  • Develop and implement strategic plan(s) for functional area(s) managed; Provide strategy, vision and direction. Make decisions that establish objectives for the overall direction or operation of a significant organization. Influence leadership on specific recommendations for current operations and future development. May develop multi-year business plans. Oversee allocation of all resources.
  • Interpret, implement and ensure compliance with regulations, policies and procedures. Recommend and/or formulate internal administrative policies, guidelines and procedures. Direct process improvement for organization or program.
  • Responsible for overseeing the finances for area of responsibility as well as developing, monitoring, and analyzing a complex consolidated annual budget.
  • Represent the organization's business operations and administrative affairs within the organization, and/or outside constituencies. May represent the organization to external constituencies

* - Other duties may also be assigned

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

Minimum Knowledge, Skills and Abilities Required
  • Advanced professional communication skills, including ability to prepare materials for and clearly and effectively communicate information to internal and external audiences, client groups, and management.
  • Proven track record of building and scaling teams.
  • Demonstrated leadership and supervisory skills including conflict resolution.
  • Excellent planning and organizational skills.
  • Excellent oral and written communication skills.
  • Strong financial expertise in budget planning and financial forecasting.
  • Strong negotiation and interpersonal skills.
  • 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

Certificates and Licenses Required


Physical Requirements
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds;
  • Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
  • Occasionally work evenings and weekends.
  • 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


We invite you to apply for this position by clicking on the “Apply Online” link. Please submit an online application, resume, and cover letter.


We provide market competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our unique perks align with what matters to you:
  • Freedom to grow. As one of the greatest intellectual hubs in the world, take advantage of development programs, tuition reimbursement plus $800 you receive annually towards skill-building classes, or audit a Stanford course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
  • A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
  • A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums. Create an avatar and participate in virtual reality adventures or join one with fellow staff on Stanford vacations!
  • Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computing, cell phones, outdoor recreation, travel, entertainment, and more!

We pride ourselves in being a culture that encourages and empowers you.

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.

Stanford University's commitment to safely and effectively meet the public health challenge presented by COVID-19 extends to ensuring University employees may work from home, or another off-site location, where determined appropriate, whenever necessary through the end of August 2021. The department will give reasonable notice when employees are expected to return to work at the Redwood City campus.

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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Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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