Administrative and Finance Associate

Dean of Research, Stanford, California, United States

Administration

Post Date Nov 20, 2024

Requisition # 105266

SCHOOL/UNIT DESCRIPTION:

The Center for International Security and Cooperation tackles the most critical security issues in the world today by bringing together leading scholars in the social and natural sciences to collaborate across disciplines and professional backgrounds. Part of Stanford’s Freeman Spogli Institute for International Studies, we conduct innovative research and share our findings with policy makers and the public so everyone can better understand an increasingly complex international environment.

Our VPDoR Diversity Journey :

• We create a hub of innovation through the power of diversity of disciplines and people.

• We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

• We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.

• We promote a culture of belonging, equity, and safety.

• We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:

The Center for International Security and Cooperation is seeking an experienced Administrative and Finance Associate who will be a key member of the finance team and provide administrative and finance-related support. This position is responsible for travel arrangements, reimbursement processes, financial transactions related to research administration and is a key resource for faculty and staff regarding related policies and procedures. The incumbent will work closely with the Finance Manager with minimum supervision, research discrepancies, and implement solutions. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills. This position is fixed term for one year with the possibility of extension based on funding availability and programmatic need.

CORE DUTIES:

• Act on behalf of the supervisor or department manager in inquiries regarding business and travel policies and procedures and identifying and resolving problems that are administrative in nature.

• Perform financial duties associated with organizing and operating complex conferences, seminars, and events, including processing requisitions on vendors for services, arranging travel itineraries, administering logistics, and managing events within budget.

• Compose and draft documents and correspondence for financial transactions and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in Smartsheets.

• Arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions/reimbursements, as well as the verification of department P/T-cards.

• Provide back-up coverage for other administrators.

• Other duties may also be assigned based on the operational needs.

DESIRED QUALIFICATIONS:

• Prior work experience at Stanford University and/or in higher education are strongly preferred.

• Understanding of the organization of Stanford University’s Financial activities, policies and systems preferred.

• Excellent command / highly proficient in spoken and written English.

• Must be flexible, dependable & able to handle multiple priorities with conflicting deadlines.

• Ability to work in a fast-paced and confidential work environment.

• Strong attention to detail and accuracy.

• Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software (Microsoft PowerPoint and Word) and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Strong 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.

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.

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.

The expected pay range for this position is $39.46 to $44.30 per hour.

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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.

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. Ourcultureandunique perksempower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, 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 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.

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: 4098

• Employee Status: Fixed-Term

• Grade: F

• Requisition ID: 105266

• Work Arrangement : Hybrid Eligible