Assistant Director of Finance & Operations (Hybrid Opportunity)

Assistant Director of Finance & Operations (Hybrid Opportunity)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Position Summary: 

The Department of History in the School of Humanities and Sciences seeks a highly motivated, seasoned finance professional with a keen interest in operations and human resources interests to fill the role of Assistant Director of Finance & Operations (ADFO). The History Department is comprised of ~50 active and 20 emerit faculty, up to 10 lecturers or postdoctoral fellows, 200 undergraduate and graduate students, 7 full-time staff members, and 2 intra-departmental liaisons. Our world-class faculty prepare Stanford students for robust careers and engaged global citizenship through a diverse array of classes. Striving for operational excellence, the staff team works closely with department affiliates, campus partners, alumni, and external organizations. We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

Reporting to the Director of Operations & Finance (DFO), Assistant Director of Finance &  Operations will be a central partner in shaping, managing, and leading the Department’s financial and operational resources. The workload will broadly focus 70% on financial management and 30% on operational and HR issues. In carrying out their daily work, ADFO will engage with departmental and School leadership, campus partners, and external collaborators with minimal supervision.  Their primary responsibilities will include: 

• reconciling all operational accounts, faculty research, gift, sponsored research accounts;
• acting as the first departmental reviewer for all financial transactions, contributing to operational and grad aid budgeting, managing Labor Schedules, preparing complex reports to advise financial decisions (e.g., endowment re-capitalization);
• leading projects on faculty relocation, computer replacement, and student assistant hiring;
• acting as the Department’s main contact for research administration, property disposal, and IT management (STAR);
• supervising the work of Department & Building Administrator;
• leading the hiring/termination paperwork and timecard management for casual/temporary staff;
• advising the DFO and department leadership on staff morale, team-building, performance evaluation issues;
• serving as the primary operational & financial back up for the DFO.

This position requires a high level of organization, sound judgment, and independent decision-making. The ideal candidate will have significant, demonstrated experience in financial management and analysis, a keen interest in operational excellence and human resources management, and excellent written and verbal communication skills. They will be expected to

• compile information from a variety of resources, resolve complex issues through a critical analysis of the existing policies, present succinct, well-written reports, set effective deadlines for themselves and partners, and deliver effective results on time;
• be a pro-active, dependable, curious self-starter who is open to learning new tools, processes, and policies;
• have demonstrated ability to work effectively with colleagues with a diversity of work & communication styles and demonstrated experience in building relationships with individuals from diverse communities and cultures.

Preferred/Desirable Qualifications

• Demonstrated Experience in Stanford financial platforms (especially iProcurement, OBI, BPS, GFPS/GFS, Labor Schedules)
• Demonstrated experience in managing human and operational resources
• Working knowledge of HandsOn, SeRA , PeopleSoft
• Working knowledge of SmartSheet, Excel, Slack, Zoom

This is a 100% FTE, continuing, exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. 

Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

• Perform and design adhoc analyses of large complex data sets: reconcile complex accounts. Identify and resolve complex issues which may span multiple areas.
• Construct and assemble data for budgeting and decision making; develop conclusions, and present high level summary of recommendations. May develop annual budget for individual department/unit.
• Conduct analysis and resolution, and recognize exceptions. Participate in developing solutions that may require policy changes or the development of new processes; maintain broader organizational perspective in decision making.
• Execute internal control programs established by management, research new regulations, and recommend and implement approved changes. May manage compliance program for area of responsibility, and create complex compliance reports.
• Develop reports and presentations of complex financial data and metrics for management and third parties.
• Participate as a member of a project team; support new initiatives. Make decisions determining approach to managing and completing processes.
• Contribute to unit and organization strategy; assist in the development of change management plans and materials as needed.
• Develop and maintain desktop procedures and process documentation for area of responsibility.
• Define requirements, develop and implement complex test cases, perform system testing and analyze results.
• Participate in critical analysis of existing systems and processes, and identify opportunities for process improvement.
• Provide consulting advice to client group(s); serve as a resource on matters that require specific technical, financial, or subject matter expertise; support negotiations with external partners.
• May supervise, train, coach, and review the work of other staff, as needed. Contribute primarily through applying individual expertise.

* Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree and four years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced proficiency in business applications, such as Microsoft Office suite, especially Excel.
• Demonstrated knowledge of financial systems; internet and computer literacy.
• Knowledge of Generally Accepted Accounting Principles (GAAP).
• Strong communication skills, including ability to prepare materials for and clearly and effectively communicate information to internal and external audiences and client groups.
• Demonstrated project management skills and ability to contribute to or lead part of a multi-functional team.

WORKING CONDITIONS:

• Routine extended working hours during peak cycles; travel to school/unit sites across university.

The expected pay range for this position is $78,000 to $118,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classifications 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 their 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.