Director of Travel and Business Expense

🔍 Business Affairs: Financial Management Services (FMS), Redwood City, California, United States

📁: Administration

📅   : Oct 28, 2024 Post Date

📅   : 105046 Requisition #

OVERVIEW:

Financial Management Services (FMS), a department within Business Affairs, is responsible for creating an ecosystem which promotes innovative and sound financial administration policies and practices that balance controls, compliance, and customer service. FMS is primarily responsible for financial policy oversight, quality assurance and financial services at Stanford University and its affiliated entities. It also serves as a liaison to the hospitals and the Stanford Linear Accelerator Center (SLAC). The FMS work environment is grounded by core values that include cultivating growth, celebration and appreciation, and collaborating with curiosity in order to nurture an inclusive environment where everyone is valued, respected, and can thrive.

JOB PURPOSE:
Travel and Business Expense management are functions within the university’s Procurement department in Financial Management Services (FMS). Procurement’s strategy looks to transform operations from the historical goal of transaction management to instead position ourselves as a value-added trusted advisor that enable our faculty, staff and students to accomplish university goals. Deployment of advanced auditing and booking channel tools has resulted in a significant reduction in manual interventions, and has also allowed the use of more proactive data analytics, detective controls, and post-transaction monitoring.

The Director is responsible for functions supporting over $90 million in travel bookings and $200 million in Stanford’s annual business expense reimbursements (ERS) and non-PO payments (PRS). Reporting to the Assistant Vice President of Procurement, the Director of Travel and Business Expense must be a highly motivated leader that provides strategic direction to day-to-day operations and ensures compliance with university policy and procedures, as well as applicable regulations. The Director plays a key role in Procurement’s strategic initiatives, including to continuously improve processes and technologies that allow for administrative enablement while balancing risk and compliance.

This position partners with senior business managers within and outside FMS, including the Controller’s Office, Financial Risk Management, Office of Research Administration, Office of Risk and Compliance, and University IT, among others, as well as with university schools and business units. The director collaborates with these stakeholders in the development of university-wide policies that maintains appropriate controls to steward university resources. Finally, the Director will partner with senior leadership within Procurement to ensure a successful operational environment, a campus first mentality, streamlined product and systems development, and a data driven approach to management and decision making.

Included in this role is oversight of the following areas:

Travel & Business Expense Operations

Manage the activities of the Business Expense Operations Manager, Travel Operations Manager and other direct reports
Partner with the operations managers to maintain appropriate staffing, a fully trained team and an inclusive and harmonious work environment.
Develop new policies and update existing policies in partnership with Marketing & Communications. Ensure appropriate change management activities are performed to prepare users for changes.
Constantly analyze system functionality and partner with University IT to develop solutions that improve user experience of FMS systems.

Partnerships and Campus Support

Partner with other Procurement and FMS managers and directors to lead the staff, provide direction & guidance, and develop cross-departmental solutions
Develop and maintain relationships with Financial Management across the university.
Work with Financial Managers across campus schools and business units to assist them in interpreting policy, proactively preventing compliance issues and reviewing exception requests.
Ensure campus touchpoints are actively nurtured through Advisory Board Meetings, Virtual Office Hours and focused departmental support meetings. Work directly with the FMS Outreach team to encourage, and take action on, campus feedback.

Projects, Compliance and Systems

Participate on project teams as either a subject matter expert or business owner. Ensure that the impact on business expense or travel systems is considered along with the user experience.
Ensure monitoring systems and reports are implemented and leveraged to identify spend concerns and validate audit rules are identifying risky or non-compliant behavior.
Work closely with the business expense manager and systems analyst to identify opportunities to address risk via the audit rules or other system oriented solutions.
Perform complex reconciliations and analysis to validate audit rules are triggered as designed and recommend and implement policy and system changes as needed.
As a system business owner, play a key role in the enhancement of tools such as FAN in conjunction with to other areas of Procurement (PCard/TCard).
Determine the priorities for system bug fixes and enhancements to existing functionality and key design decisions for new functionality.
Participate in future system upgrades, enhancements and/or system patches. Participate in Fit/Gap analysis and on the development of test cases and actual testing related to system changes, upgrades and enhancements including configuring set up values, fixing system bugs, implementing patch sets and analyzing impacts.

CORE DUTIES*:

Collaborate with university senior business managers, internal and external stakeholders to formulate, review and/or amend policies and administrative guidelines
Lead large-scale transformation initiatives related to travel and business expense operations focused on delivering strategic, operational, technical, and/or product development change, enhancements, continuous business process improvement and re-engineering, performance improvement, and new product development
Ensure accurate and timely business expense transaction review in the fastest and most efficient way possible. Be the first in line to consult with business units on reimbursement exceptions.
Conduct benchmarking, trending, data mining and data analytics and make recommendations for continuous improvements
Perform business and systems analysis activities through the project lifecycle including scope definition, business case development, requirements gathering, functional and technical design, vendor assessment, test script development, training strategy and implementation, and deployment and implementation assistance
Triage issues and remove obstacles to progress through cross-functional collaboration. Identify process risks/failure modes as well as appropriate controls needed
* - Other duties may also be assigned

MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor’s degree and seven years of relevant experience in administrative and financial management, or combination of education and relevant experience. MBA or other advanced degree preferred.

Knowledge, Skills and Abilities:

Experience leading strategic initiatives to success by forging strong cross-functional relationships, influencing with and without authority, prioritizing and communicating effectively, and devising creative solutions to strategic problems
Experience in partner management and negotiation, a track record of influencing and managing change in organizations, and the ability to synthesize and execute against problems and timeliness.
Strong knowledge of the travel, payment and expense ecosystem
Excellent ERP systems skills and knowledge.
Strong understanding of compliance and internal controls.
Proven track record of building and scaling teams.
Advanced analytical and problem solving skills
Subject matter expertise for area(s) of responsibility.
Ability to maintain focus, successfully execute against plans, and bring closure to activities, tasks and projects.
Excellent relationship management abilities; the ability reach consensus

Certifications and Licenses:
None required.

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 shoulders and use a telephone.

WORKING CONDITIONS:

May work extended hours during peak business cycles.

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 $198,098 to $225,000 per annum.

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.

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.

Stanford University seeks people committed to excellence and to improving our world and, in turn, is dedicated to supporting its employees as they develop their careers and enrich their lives.

Stanford’s Business Affairs provides administrative policies, infrastructure, systems, services, and support for the benefit of the university community.

Why Stanford is for You:
Stanford University has revolutionized the way we live and how it 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 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!
Redwood City. Our new Stanford Redwood City campus, which opened in 2019, is the workplace for approximately 2,700 staff, including FMS, whose jobs are important to supporting the university’s mission. The campus will offer amenities such as onsite cafes and a dining pavilion, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families.

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 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 a contact form.

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.

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