OVERVIEW:
Stanford’s Business Affairs provides administrative policies, infrastructure, systems, services, and support for the benefit of the university community.
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:
Business Expense management is a function 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 enables 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 Manager is responsible for functions supporting over $200 million in Stanford’s annual business expense reimbursements (ERS) and non-PO payments (PRS). Reporting to the Director of Travel & Business Expense, the Operations Manager - Business Expense must be a highly motivated leader that provides day-to-day operational supervision of the audit process and ensures compliance with university policy and procedures, as well as applicable regulations. The Operations Manager plays a key role in all functional areas of Business Expense, including efforts to continuously improve processes and technologies that allow for administrative enablement while balancing risk and compliance.
Included in this role:
- Supervise, train and mentor Business Expense (BE) auditors reporting directly to you.
- Analyze, standardize and streamline processes and procedures related to day-to-day transaction auditing for ERS and PRS transactions.
- Ensure monitoring systems and reports are leveraged to identify spend concerns and validate audit rules that are properly identifying risky or non-compliant behavior.
- Perform complex reconciliations and analysis to validate that audit rules are triggered as designed and recommend and implement policy and system changes as needed.
- Collaborate with BE Senior Analysts to align on policy, projects, system updates and initiatives.
- Work closely with the Enterprise Technology to identify opportunities to address risk via the audit rules or other system-oriented solutions.
- Take a lead role in facilitating communications with other FMS teams and university clients & stakeholders to gain alignment on business needs and compliance requirements.
- Partner with the Director, Policy Analyst and outreach team to interact with the campus community regarding business expense processes, procedures and policies.
- Develop new policies and update existing policies in partnership with Marketing & Communications. Ensure appropriate change management activities are performed to prepare users for changes.
- Partner with other Procurement and FMS managers to lead the staff, provide direction & guidance, and develop cross-departmental solutions. Participate in all management level meetings.
- Work with Financial Managers across campus schools and business units to assist them in interpreting policy, proactively preventing compliance issues and reviewing exception requests.
CORE DUTIES*:
- Direct staff and provide leadership to achieve goals and vision of the organization and the day-to-day operations. Responsible for hiring and retaining staff, career coaching, professional development and accountable for the performance of employees.
- May independently or in collaboration with human resources managers, guide supervisors in the interpretation and implementation of human resources policies, procedures and programs.
- Develop and implement strategic plan(s) for functional area(s) managed; Provide strategy, vision and direction. Make decisions that establish objectives for the overall direction or operation of a significant organization. Influence leadership on specific recommendations for current operations and future development. May develop multi-year business plans. Oversee allocation of all resources.
- Interpret, implement and ensure compliance with regulations, policies and procedures. Recommend and/or formulate internal administrative policies, guidelines and procedures. Direct process improvement for organization or program.
- Responsible for overseeing the finances for area of responsibility as well as developing, monitoring, and analyzing a complex consolidated annual budget.
- Represent the organization's business operations and administrative affairs within the organization, and/or outside constituencies. May represent the organization to external constituencies.
* Other duties may also be assigned
Note: 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 & Experience:
Bachelor’s degree and five years of relevant experience in administrative and financial management, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Demonstrated leadership and supervisory skills including conflict resolution.
- Excellent planning and organizational skills.
- Excellent oral and written communication skills.
- Strong financial expertise in budget planning and financial forecasting. Strong negotiation and interpersonal skills.
- Strong analytical and problem solving skills.
- Strong expertise in business and management computer applications and databases. Strong knowledge of industry standards and/or regulatory requirements.
- Subject matter expertise for area(s) of responsibility.
Certifications and Licenses:
None required.
PHYSICAL REQUIREMENTS*:
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds;
- Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
* 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.
WORKING CONDITIONS:
- Occasionally work evenings and weekends.
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.
