Assistant Vice-President for Business Affairs Finance and Facilities

6 days left

California, United States
Friday, 11 October 2019
End of advertisement period
Wednesday, 11 December 2019
Contract Type
Full Time

Job Description:

Reporting to Stanford University’s Vice President for Business Affairs and CFO, you will lead financial planning and operations for the Business Affairs organization that has >1,000 employees and a $300M consolidated budget. You will also manage Business Affairs facilities, emergency operations and business continuity.  Please note, we will initially only be reviewing applications of internal Stanford candidates for this role.

On the finance side, you will directly manage three budget officers and matrix manage others who collectively support the six Business Affairs units: University IT, Financial Management Services, Office of Research Administration, Office of the Chief Risk Officer, Improvement, Analytics and Innovation Services and the Office of the Vice President.  You will coordinate the annual Business Affairs budget planning process and provide periodic reporting on actual financial performance.  Business Affairs generates revenue from multiple sources including service centers, trademark licensing, vendor rebates and service fees, and transfers from Stanford’s hospitals and other internal units in addition to a substantial allocation of General Funds.  In addition to Business Affairs operating budget, the AVP is responsible for budget planning and oversight of several other financial pools:

Business Affairs Capital Plan

The University’s risk management insurance budget including reserves and internal allocations
The University’s $700M fringe benefits budget, through leadership of the Fringe Oversight Group
The Enterprise Systems Project Fund (aka SGG Project Fund)

On the facilities side, you will manage Business Affairs’ Facilities Manager and Emergency Coordinator.  The Facilities Manager oversees and supports Stanford’s satellite work centers around the Bay Area.  In addition, you will manage an administrative assistant supporting the Office of the Vice President.

  • Provide strategic observations and insights into possible connections across Business Affairs units. Advise and act as a thought-partner to organizational leadership on financial or operational decisions which may have impact beyond their organization. Assist in looking for shared financial or operational opportunities or efficiencies.
  • Direct the development and management of the budget and financial operations, including the development and implementation of strategies for: budgeting; forecasting, modeling & projecting; identifying & explaining variances; financial reporting; internal controls; expense reductions; cost containment; and revenue enhancements.
  • Provide leadership and management of the Business Affairs Facilities Manager and Emergency Coordinator to achieve the goals and vision of the organization.
  • Provide oversight of capital and space planning, renovation, space allocation and costing for all BA organizations on Main and Redwood City campus. Collaborate with LBRE in the selection, operation and development of alternative work sites and touchdown facilities.
  • Provide feedback, coaching and mentoring for all BA budget officers
  • Design, establish, and maintain an organizational structure and staffing to effectively accomplish the organization's goals and objectives; oversee recruitment, training, supervision, motivation, development and evaluation of staff.
  • Direct efforts to manage, forecast, monitor, analyze, and report on BA finances, including strategies for use of capital.
  • Lead the Fringe Oversight Group (FOG) and partner with BA senior financial analyst on coordination of the Fringe Budget development process.
  • In coordination with UIT Finance, provide central financial oversight and financial tracking. Responsible for presenting financial updates to CFO and SGG along with budget variances, system charter feedback, and financial operating concerns.
  • Develop and recommend budget strategies and plans for formulation of the capital and operating budgets. Prepare the annual budget(s) in accordance with university procedures and timetables. Prepare the annual budget letters in partnership with the CFO.
  • In coordination with the AVP of Business Development, monitor Stanford University Bookstore operations including financial reports, preparing consolidated financial reporting, ensuring that accounting for rent and operating expenses are appropriate and comply with agreements. Manage the day-to-day activities of the shell corporation and periodic financial reporting.
  • Develop and maintain forecasting model for capital and operating budgets, develop long-range financial forecast, and develop capital and operating performance targets.
  • Develop, interpret, document and implement local financial and internal control policies, procedures and processes on finance, accounting, budgeting, financial/accounting systems, internal controls and auditing related to and consistent with those of the university.
  • Develop and maintain tools for financial analyses of strategic initiatives; develop and maintain financial reports and tools for operating departments.
  • Identify and resolve strategic problems that affect the overall functioning beyond the immediate unit that have university wide impact.
  • Perform quantitative work including: developing revenue and cost projections; budgeting; cash flow projection, performance monitoring, reporting, and projection; preparation of various key performance indicator reports; and other reports as required.
  • Evaluate economic and social forces and government influences; interpret their effects upon the organization’s financial performance.
  • Collaborate with university senior business services managers to formulate, review and/or amend policies; work with external regulatory agencies on issues of mutual interest.

* - Other duties may also be assigned


Education & Experience:

Master's degree and ten years relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated ability to apply financial and analytical skills based on a firm understanding of the mission, strategy and operating principles of the BA organization.
  • Broad subject matter expertise in all aspects of CFO-type responsibilities including financial, project management services and controls.
  • Demonstrated ability to work and interact effectively with individuals representing a broad range of skills and experiences, and the ability to build coalitions and inter-functional teams to leverage synergistic relationships.
  • Proven strategic and innovative thinker who plans and makes decisions within the framework of the organization and university’s strategic intent.
  • High level user of standard business computer systems and software including Microsoft Excel, Power Point, Word and other business support resources. Knowledge of software to quantify and illustrate complex financial reports, comparisons, impacts, and/or projections
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Successful experience with organizational development and staff development, and a proven ability to create and manage change.
  • Strong interpersonal skills, leadership and the ability to bring people together to create solutions and to forge a successful conclusion.
  • Ability to clearly and effectively present information to internal and external audiences, client groups and all levels of management and serve as an advisor to senior and university leadership.
  • Advanced oral and written communication skills.
  • Previous experience in strategic management and leading large multi-functional teams.

Certifications and Licenses:


Additional Information

Schedule: Full-time
Job Code: 4459
Employee Status: Regular
Grade: O
Requisition ID: 84977

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