Finance and Facilities Manager - Stanford in New York

🔍 Vice Provost for Undergrad Education, Stanford, California, United States

📁: Administration

📅   : Oct 14, 2024 Post Date

📅   : 104930 Requisition #

Job Title: Administrative Services Administrator 1

Working Title: Finance and Facilities Manager

VPUE Unit: BOSP - Stanford in New York

Location: Hybrid (at least 3 days on campus each week)

Job Code: 4121

Job Grade: H

Exemption Status: Full-time, Exempt, Continuing

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford. https://undergrad.stanford.edu/about-vpue

VPUE is seeking a Finance & Facilities Manager, located in New York, NY, as the primary liaison for administrative and financial matters between the Stanford University home campus in Palo Alto, CA and an undergraduate program in New York City. This person must be able to take initiative and multi-task in a 4-person office located in Manhattan, adapting with flexibility to changing priorities and deadlines, as needs develop and change.

In this role, you will:

● Implement, administer and evaluate day-to-day activities of the Stanford in New York program.

● Manage all financial transactions to operate the program, including but not limited to, lease payments, travel reimbursements, purchase of office supplies, field trips, library materials and student housing.

● Coordinate payroll administration for temporary employees and lecturers, with the assistance of campus partners.

● Provide financial administration of local leases and contracts, including payment of rents and invoices, and interfacing with lease holders and contractors for the Center’s office/classroom space, the student dorm, and the faculty-in-residence apartment.

● Work with multiple campus offices to create student financial policies; provide information to students regarding financial policies and procedures.

● Maintain financial records as required by Stanford policies and local laws.

● Prepare and monitor expenses against annual budget plan.

● In coordination with Director, develop annual budget plan, including variance reporting, mid-year projections, and working with multiple partners (BOSP and VPUE) to meet finance deadlines throughout the year.

● Provide communications (phone and IT) troubleshooting and general support for program; coordinate purchase, repair and disposal of technical equipment.

● Manage the Program Associate/RA role, provide guidance and support for RA activities, purchases, and administrative matters.

● Maintain office/classroom facilities, manage office cleaners, purchase library and other educational materials. Maintain faculty-in-residence apartment and communicate with visiting faculty re: apartment needs and issues.

● Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program.

● Assist in analyzing and interpreting HR, finance and student services policies; develop, revise and implement procedures specific to Stanford in New York.

● Recommend and implement office-based events management policies and procedures; assist with events and student services as needed.

● Provide back-up support for on-line course management.

● Serve as Floor Warden for building’s Emergency Action Plan

● Constantly perform desk-based computer tasks. Frequently stand/walk, sitting, grasp lightly/fine manipulation. Occasionally use a telephone. Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

**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.

To be successful in this role, you will bring:

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
Periodic weekend and / or extended hours required during the quarter(s) students are present.
Intermediate proficiency in business applications, such as Microsoft Office; intermediate Excel skills.
Demonstrated knowledge of and experience with accounting systems.
Understanding of and ability to apply accounting skills and concepts.
Demonstrated communication skills, including the ability to clearly and effectively communicate information to internal audiences and client groups.

In addition, preferred requirements include:

Small office administration experience or equivalent experience.
Experience in higher education administration.
Experience working and / or living in New York City.
Strong interest in working with undergraduate students.

*-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.

About the Office of the Vice Provost for Undergraduate Education (VPUE) and Stanford in New York

As the designated gateway to undergraduate education at Stanford, VPUE strives to connect students intellectually with the full range of our educational opportunities and to promote the active engagement of all faculty, instructors and staff with undergraduate students.

For undergraduates, VPUE is the nexus for programs and initiatives that help students define and achieve their intellectual ambitions and develop a sense of civic purpose at Stanford. These include investigative introductory courses taught by esteemed faculty, targeted classes in writing and rhetoric, undergraduate research support, academic advising and mentoring, overseas and off-campus study programs, evidence-based and inclusive learning and teaching practices, and opportunities to pursue public service campus-wide. For faculty, VPUE serves as a principal conduit for furthering interaction with undergraduates and discovering ways in which working with students can enrich one’s research agenda. VPUE collaborates with faculty, staff and students to provide the world-class experiences for which Stanford is known. All VPUE resources are dedicated to involving faculty with the undergraduate experience, connecting students with transformative opportunities and fully realizing a liberal education at Stanford.

The Stanford in New York program offers students an intensive quarter of study and reflective practice in one of the premier artistic, cultural, financial, and media capitals. The program launched in the fall quarter of 2015-2016 with program offices located in Manhattan.

VPUE advocates for and supports diversity, equity, inclusion, and belonging at Stanford through our teaching, policies, programming, and partnerships across the university. VPUE seeks to create a work environment motivated and shaped by the principles of diversity, equity, and inclusion, in which all staff explicitly and mindfully act to implement these principles. We seek a work environment which values input from all, transparency and openness in decision-making, and respectful and supportive engagement.

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 individuals 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 course auditing opportunities. 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.

● Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

*-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.

The expected pay range for this position is $99,015 to $126,383 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.

How to Apply

If you’re ready to work for an organization that nurtures diversity, respect, professional development and a supportive work-life balance, we invite you to explore this opportunity and apply online. To be considered, please submit a cover letter and resume along with your online application. Your cover letter should briefly describe your background and experience managing projects and systems.

http://stanfordcareers.stanford.edu