Database Assistant

Residential & Dining Enterprises, Stanford, California, United States

New

Finance

Post Date 1 day ago

Requisition # 104626

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 900 FTE staff in the following divisions: Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic Communications.

“Students (Customers) First” is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE,“Excellence is defined by aligning our strategic goals and performance with our vision.”

This role is currently designated as hybrid and may provide incumbents with flexibility for partial telecommuting.

JOB PURPOSE:

Provide accounting and finance-related support to a department/unit, program or an accounting/finance function. Will support daily operations in R&DE food management systems for Residential and Dining Enterprises Stanford Hospitality, Dining, and Auxiliaries.

CORE DUTIES:

· Maintain menu management system conventions for approximately 8,000 recipes and items, including nutrient and measurement guidelines, and cycle production menus.

· Research, analyze, communicate, and fix invoice variances caused by system or operator error.

· Perform missing or special event payment requests to process invoices in a timely and compliant manner through the eProcurement system.

· Oversee weekly pricing file updates for item programming in eProcurement system.

· Monitor open POs in E-procurement system and send out weekly reports to operations.

· Review, process, gather, and compile 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 to transactional inquiries from client groups.

· 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.

· 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.

MINIMUM REQUIREMENTS:

Education & Experience:

High School diploma or equivalent and two years’ work experience.

Knowledge, Skills and Abilities:

· Knowledge of basic accounting procedures.

· Ability to operate computerized office applications and accounting systems, especially being familiar with using Microsoft Office: Excel, Word, and Outlook.

· Ability to communicate information clearly and effectively to internal audiences and client groups.

· Ability to work well independently and as a team member.

· Willingness to learn and ask questions, be responsive in a customer-facing environment.

Certifications and Licenses:

None

PREFERRED QUALIFICATIONS:

· Experience or interest in Food and Hospitality and Dining Operations

· Experience or familiarity with information systems such as Point of Sales (POS) and/or E-procurement Systems, specifically foodservice-related systems a plus.

· Experience with programming items and maintaining item databases.

PHYSICAL REQUIREMENTS*:

· Constantly perform desk-based computer tasks.

· 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 your shoulders and use a telephone.

WORKING CONDITIONS:

· May work extended hours during peak business cycles.

· Must be able to work some 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 in the University’s Administrative Guide, http://adminguide.stanford.edu.

The expected pay range for this position is $75,000 to $82,000 per annum or ($36.05 - $39.42 / 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 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.

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research into curing illnesses. Stanford University has revolutionized the way we live and enriches 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 course auditing. 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.

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: 4437

• Employee Status: Regular

• Grade: E

• Requisition ID: 104626

• Work Arrangement : Hybrid Eligible