Stanford Impact Labs is seeking an Operations and Finance Manager to implement strong administrative and financial practices. Reporting into the Director of Finance and Administration, this role will be joining Stanford Impact Labs at a unique time of dramatic growth in the organization. The Manager will assist the Director in overseeing administrative affairs and ensuring all functional areas are highly engaged and compliant with applicable standards, policies, and laws.
Stanford Impact Labs (SIL) is a major new initiative at Stanford University that invests in teams of researchers and practitioners from government, business, nonprofit organizations, and philanthropy. These teams, or impact labs, work together on social problems they choose and where practical progress is possible. With our support, they rapidly develop, test, and scale new solutions to social problems that affect millions of people worldwide. We also provide training and professional support for students, academics, and impact lab partners to support public impact scholarship and partnership. Learn more at our work and impact athttps://impact.stanford.edu/.
Duties Include:
Operations
Facilitating the recruitment process by providing advice and recommendation(s) to hiring managers on job postings, interview questions, and reference checking. Conducting preliminary phone screening to determine which qualified candidates to recommend to hiring managers to move into the next round of interviews, developing strong knowledge of each role/responsibility across the unit in order to effectively create interview questions and reference check forms, etc.
Support the process for academic and staff appointments/reappointments and student/postdoctoral appointments, including Visa processing. Assist in onboarding and exit process of staff.
Assist in the communication of the annual performance appraisal process; review and track incoming performance appraisal forms.
Interpreting human resources policies, and providing advice on human resources processes, procedures, and issues. Resolve issues as appropriate and consult with and make recommendations to the director to resolve more complex issues.
Finance
Process and approve financial transactions in adherence to department policies and guidelines.
Run and analyze financial reports, often from multiple systems; assist in preparation of management information reports. Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.
General
Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects, including their organization, scheduling, budgeting, and implementation.
Coordinate space management and planning activities including: analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).
WHO YOU ARE
The ideal candidate possesses a passion for making meaningful change and is ready to work in an openly collaborative work environment. No candidate will meet every requirement. If you may be a good fit, we encourage you to apply.
You are familiar with Stanford's financial and administrative systems, including Oracle Business Intelligence (OBI), PeopleSoft, labor schedules, labor distribution adjustments, Taleo and other hiring and appointment processes and webforms, space oversight databases, and more.
You are a collaborative teammate. You have experience building trust-based relationships and partnerships to deliver shared goals. You have a track record of teamwork and leadership, especially across different ways of working. You have experience reconciling multiple, diverse viewpoints to negotiate across internal and external stakeholders.
You are a problem solver. You have a track record of analyzing problems, extracting insights from different types of data, identifying and structuring key issues, and simplifying the approach to solving them.
You show initiative. You take ownership over multiple work streams, and demonstrate comfort amid ambiguity, proactivity, dependability, and a strong work ethic.
You are forthright. You have experience influencing people. You have negotiation skills and a track record of giving constructive feedback.
You are flexible and committed to learning. You have a track record of seeking and learning from feedback. You can quickly pivot based on programmatic needs, and have demonstrated a growth mindset and comfort with change.
You are logical. You sequence and plan delivery of strategy with optimism and urgency.
You are an effective communicator. You have experience with facilitation, and can lead interactive workshops with stakeholders, and coach others to produce high quality work.
WE WOULD ALSO LOVE
Prior work experience at Stanford University, Stanford Healthcare and/or in higher education strongly preferred
Stanford Impact Labs is an equal opportunity organization working to address some of the world's most challenging social problems. To that end, we particularly encourage people with lived experience of those social problems to apply for open positions.
No candidate will meet every requirement. We encourage applications from people who are a good fit - through work experience, volunteering, and other personal experiences - and who will grow and thrive in this position.
This is a two-year fixed-term position with the possibility of renewal. Please apply through the Stanford Career Portal with your resume and cover letter by Friday September 30th.
CORE DUTIES:
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.
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 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.
Certifications and Licenses:
None
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
WORKING CONDITIONS:
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.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
