Stanford Libraries is seeking a full-time Payments Manager to join the Acquisitions Department. The Libraries values are rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.
About Stanford Libraries:
Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.
About the Position:
Provides direction and oversight for the functions of the Payments Unit in the Acquisitions Department of Stanford University Libraries. Manages the daily operations of the Unit, ensuring that unit staff follow departmental, Libraries, and University policy and procedure in handling and paying incoming invoices for library materials. Reporting to the Payments Librarian, the Payments Manager is responsible for troubleshooting invoice and expenditure problems, reconciling payment information between several systems, coordinating with other departments on complex payments, maintaining workflow efficiencies, balancing the distribution of work among staff, and identifying and implementing process improvements. The incumbent works closely with Acquisitions managers, the Associate Director of Finance, and Collections fund managers across the University Libraries and Coordinate Libraries.
CORE DUTIES:
● Manage, monitor, and prioritize incoming invoices and pending payments to ensure timely transactions and meet fiscal close deadlines. Compile and review reports of invoices, payments, and reimbursements for completeness, accuracy, and compliance. Assist in preparing and producing reports and statistics to support decisions and recommendations regarding the operations and policies of the Payments Unit. (20%)
● Identify, prioritize, and resolve invoice and payment problems involving various payment methods, including feeder files, p-cards, and wire transfers. Analyze issues, escalate complex problems, and resolve with University Libraries Associate Director of Finance and staff in Stanford Financial Management Services, including Accounts Payable, and follow up until resolved. (20%)
● Run, review, combine, and analyze financial reports from several reporting systems, including the University's financial reporting system (OBI), the Library Services Platform (FOLIO), and Tableau dashboards. Reconcile expenditure data between systems and identify and resolve incorrect data and discrepancies. (20%)
● Process iJournal expense transfers in Oracle Financials and gather and prepare supporting documents. Research details on iJournal expense transfers and reconcile transactions in FOLIO. Track and ensure timely payment of contracted multi-year commitments. Assist the Continuing Resources Librarian with tracking and approving contracted e-resources annual payments. (15%)
● Manage operations of the Payments Unit to include hiring, supervising, training, and evaluating performance of three Payments Specialists. Ensure work complies with internal policies and external regulations. Discuss policy changes with supervisor. Recommend workflow improvements, including writing scripts to automate FOLIO workflows. Assist in testing FOLIO upgrades and recommend workarounds for bugs. Manage implementation of any operational change. Maintain unit documentation and statistics. (15%)
● Serve as the main point of contact for University Libraries fund managers and vendors on all matters related to library materials budget (LMB) expenditure workflows and policies. Provide information to University Libraries directors and fund managers regarding fiscal year procedures and status of individual fund expenditures during end of year close. (10%)
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.
MINIMUM REQUIREMENTS:
Education and Experience:
· Associate degree plus two years of applicable experience, or combination of education and relevant work experience.
Knowledge, Skills and Abilities:
· Proficiency in basic business applications, such as Microsoft Office; user knowledge of Excel.
· Basic knowledge of accounting systems and the internet; computer literacy.
· Understanding of and ability to apply accounting skills and concepts.
· Ability to draft professional e-mails, memos, business letters, and reports, and to clearly and effectively communicate information to internal audiences and client groups.
· Ability to learn project management skills and to participate as part of a project team.
Other Relevant Knowledge, Skills, and Abilities May Include:
· Relevant work experience may include invoice and payment management experience at Stanford University and using Stanford systems, e.g., OBI (Oracle Business Intelligence), Oracle Financials
· Experience using the Library Services Platform, FOLIO
· Knowledge in coding, debugging, and automation using Python preferred
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.
* 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:
· 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 $89,192.00 to $101,964.00 per annum. Stanford University provides pay ranges representing its good faith estimate of the salary the university reasonably expects to pay for a position upon hire. 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.
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.
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 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, and course auditing. Join a TedTalk, watch a 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. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We 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.
I love that Stanford is supportive of learning, and as an education institution, that pursuit of knowledge extends to staff members through professional development, wellness, financial planning and staff affinity groups.
Nora Cata
School of Engineering
I get to apply my real-world experiences in a setting that welcomes diversity in thinking and offers support in applying new methods. In my short time at Stanford, I've been able to streamline processes that provide better and faster information to our students.
Phillip Cheng
Office of the Vice Provost for Student Affairs
Besides its contributions to science, health, and medicine, Stanford is also the home of pioneers across disciplines. Joining Stanford has been a great way to contribute to our society by supporting emerging leaders.
Denisha Clark
School of Medicine
I like working in a place where ideas matter. Working at Stanford means being part of a vibrant, international culture in addition to getting to do meaningful work.
Laura Lind
Office of the President and Provost
Join Stanford in shaping a better tomorrow for your community, humanity and the planet we call home.