Careers

Finance and Grant Associate
School of Humanities and Sciences, Stanford, California, United States

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 94070

Finance and Grants Associate

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 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.

The McCoy Family Center for Ethics is a campus-wide center committed to bringing ethical reflection to bear on important social problems through research, teaching, and community engagement. In addition to its offerings for students, postdoctoral fellows, and the general public, the Center also houses two dynamic and rapidly growing programs: the Stanford Basic Income Lab (BIL) and the Ethics, Society and Technology Hub (EST Hub). This position will support the work of the Center, BIL and the EST Hub.

The Basic Income Lab conducts academic research on universal basic income and disseminates its findings through reports and innovative data visualizations. As a convener of scholars, policymakers, practitioners, members of civil society, think tanks, nonprofits, and foundations, BIL is an important resource for the basic income community. Universal basic income (UBI) has moved to the forefront of the national conversation and BIL is collecting data from current UBI pilots and developing recommendations and best practices to share with others.

Established in 2019, the Ethics, Society, and Technology Hub is focused on creating a fundamental shift in how faculty, staff, and students think about their role as enablers and shapers of scientific discovery and technological change in society. The Hub has four main initiatives: providing all students with a sustained and integrated education in ethics; forging new interdisciplinary research at the frontier of science and technology; modeling an ethical and socially responsible university; and shaping ethics and social responsibility in society.

Note: 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.

We are seeking a self-motivated, detailed-oriented, and creative administrator to assume our new Finance and Grant Associate position to support the work of the Center for Ethics in Society, the Basic Income Lab (BIL) and the Ethics, Society, and Technology Hub (Hub). Responsibilities for this position fall into three main buckets.

This position is responsible for all aspects of grant management including: having in depth knowledge of all Stanford policies around internal and external grants, processing all pre- and post-award transactions, completing all entries into the Stanford grant management system, communicating as needed with those individuals related to the grant (e.g., funders and grantees), certifying monthly expenditure statements to assure grant money is spent appropriately, tracking to ensure promised deliverables are delivered on time, and requesting no-cost extensions as needed.

This position is responsible for processing all financial transactions including: honoraria, reimbursements, purchase requisitions, P-card and T-card charges, and GFS entries for graduate fellows and post doctoral fellows.

This position is also responsible for tracking expenses against established budgets and working closely with other Ethics in Society administrators to forecast fund balances over time.

Our ideal candidate will

• Quickly acquire knowledge of university policies, systems, and practices and stay current on those policies
• Effectively handle shifting priorities
• Be a good written and verbal communicator
• Demonstrate strong problem-solving skills
• Work collaboratively with colleagues at all levels of the university
• Have a good sense of humor and be ready to jump in as needed
  

We are a strong team of six full time staff that has a deep commitment to teamwork and collaboration. We actively promote opportunities for professional growth and work hard to create a positive working experience for all of us.

This is a 100% FTE, continuing, non-exempt hybrid position with regular work being done on campus and remotely.

In this role, you will:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and 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; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

To be successful in this role, you will bring:

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 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.

In addition, preferred requirements include:

• Ideal candidate will have some experience with Stanford financial and grant management systems as well as an ease and interest in learning new technology/processes. A willingness to jump in and try is a real plus.

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 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

Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.

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.



To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3008762

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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