Finance and Administration Associate

Job Code: 4104

Job Grade: G

The Precourt Institute for Energy is the interdisciplinary hub for energy research, education and convening at Stanford. Since its founding in 2009, the institute has become the go-to place for scholars, business leaders, policymakers and others seeking solutions to the world’s most difficult energy challenges. The institute carries out its mission by funding early-stage energy research, developing new technologies and policies, educating leaders, and nurturing a vibrant energy ecosystem here and abroad.

The Precourt Institute for Energy is seeking a highly-qualified Operations Manager with strong organizational and analytical skills coupled with exceptional communication and relationship management proficiencies. Key components of the role include the following activities: develop operational processes to improve efficiencies and internal controls, manage complex compliance activities and ensure adherence to university policies and procedures, contribute to ongoing development of standard operating procedures and policy change, assist program managers and outreach team with budget and planning process, ensure all financial transactions are in accordance with university guidelines, provide support for annual budget cycle and variance reporting, perform month- and year-end close activities and quarterly reporting, lead meetings to educate and coach staff on best practices, serve as the primary process manager for the Institute, its centers and programs, and its initiatives advising on policies and best practices for operational management, transactional processes, etc.,

This position will also have the responsibility for managing research seed grants including pre-and post-award activities, managing paperwork for scholar, postdoc and student appointments, managing financial and logistical processes for the institute’s student Fellowship Program, supporting intranet development activities, and leading on-going process development. This position is central to operations. Effective leadership and interpersonal skills are highly desired to be effective for this role.

Note: Not all unique aspects of the job are covered by this job description

JOB PURPOSE:

Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

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.
Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
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 research 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) without prior 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. Make recommendations based on reports.
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 complex office moves. Plan and coordinate routine remodeling and renovations.
Analyze and review material and extract pertinent information for briefing purposes.
Positions at this level also include one or more of the following duties:
- In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
- Responsible for leading the administrative functions of a program or unit.
- Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
- Serve as building coordinator.
- Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

– Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six 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.
Proven success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent 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.

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.

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.

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.