Finance Administrative Associate

This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause.

This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.

About Us 
The Stanford Doerr School of Sustainability strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

As part of the Stanford Doerr School of Sustainability, the Woods Institute for the Environment provides an interdisciplinary research hub for scholars from all seven schools at Stanford. Offering targeted research incentives as well as convening, education, and leadership programs, the Woods Institute supports faculty, researchers, and students as they investigate and advance solutions to critical climate, environment, and sustainability challenges. Working on campus and around the globe, the Woods Institute and its hosted centers and programs combine cutting edge scholarship, diverse partnerships, and deep engagement across sectors and disciplines to advance just, practical solutions for people and the planet.

The Woods Institute is seeking a dynamic Finance Administrative Associate to provide exceptional administrative support. The Finance Administrative Associate will process financial transactions and run a variety of financial reports. This position will report to the Finance and Operations Manager and will be part of a small finance team. If you are eager to learn, have good customer service and follow through skills, this position may be the right career opportunity for you!

Your Responsibilities will include:

• Responsible for p-card administration, processing, travel cards, and expendable reimbursements.
   
• Collect data and perform research on details of transactions. Ensure work complies with complex internal policies and external regulations which may require interpretation.
   
• Assist with scheduling meetings and calendaring with limited consultation.
   
• Arrange travel as needed for faculty, staff, or students in compliance with unit, university, and sponsor policies.
   
• Responsible for purchase requisitions, supplier setups, and ordering of lab supplies when needed.
   
• Respond to and resolve transactional inquiries from client groups; escalate broader issues.
   
• Provide financial transaction support for student programs.
   
• Assist with capital or special equipment requests and/or vendor selection.
   
• Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.
   
• May establish accounts in financial systems; prepare invoices.
   
• 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.
   
• 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.
   
• Participate as a member of a project team and contribute to change management strategy through communication and collaboration with others.
   
• Recommend, assist, test, or implement process streamlining, system improvements, or workflow changes.
   
• 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.
   
• Manage office management operations which may include complex office moves and routine remodeling or renovations.

* - 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.