Accounting and Office Manager

California, United States
19 Oct 2018
End of advertisement period
19 Dec 2018
Contract Type
Full Time

Note: Not all unique aspects of the job are covered by this job description.

Reporting to the Director of Development Events, a unit of the Office of Development (OOD), the Accounting Manager for Development Events is a member of a nine-person dynamic events team and provides a full range of financial and operational duties. S/he will be primarily responsible for the department financial functions, including monitoring accounts, processing payments in various forms, preparing documentation and analysis on finances, expenditure reconciliations, revenue reporting, purchases and reimbursements, general ledger transactions, event cost summaries and journal entries. 

Your responsibilities will include – Accounting Management:

  • Review, process, compile and monitor all accounting transactions (bills, invoices, deposits, transfers, contracts, etc.) and documents for completeness, accuracy, and compliance.
  • Identify and resolve incorrect journal entry problems, data anomalies, deviations from established procedures, and unusual issues. Collect data and perform research on details of transactions.
  • Reconcile reports and financial data with financial statements. Run and review basic financial systems reports; assist in preparation of management information reports.
  • Identify, prioritize, and resolve financial issues; probe beyond stated situation; identify underlying issues; recognize exceptions; perform preliminary analysis.
  • Recommend, assist, test, or implement process streamlining, system improvements or work flow changes; participate as a project team member.
  • Develop and analyze annual budget plan in coordination with Director; prepare quarterly and year-end reports summarizing department event expenses and statistics
  • Produce detailed event cost summaries for department
  • Serve as a liaison to other departments to resolve accounting-related issues.

Event Office Management: 

  • Develop and organize operations and procedures, maintaining office efficiency planning and streamlining office systems. 
  • Gain expertise in a range of office computer applications and databases (e.g. Excel, PostGrads, Sales Force, Oracle) and design software (e.g. Photoshop; InDesign) with goal of becoming office point person for these tools.
  • May project-manage event communication flow and process as needed. 
  • May coordinate event registrations, run database lists, and communicate registration status, reports and data as needed.
  • Provide back-up staffing for events as needed.
  • Other duties may also be assigned.

To be successful in this position, you will bring:

  • Associate’s degree plus two years of applicable experience, or combination of education and relevant work experience.
  • Background in financial management, with excellent project management skills.
  • Able to adapt with flexibility to changing priorities and deadlines as needs develop and change in a fast-paced events environment.
  • Proficiency in basic business applications, such as Microsoft Office; user knowledge of Excel, Oracle.
  • Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented. 
  • 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.
  • Excellent project management skills, and the ability to manage complex timelines and multiple projects.
  • Ability to work both independently and as part of a team.

Why Stanford 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, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide excellent retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, swim in our Olympic-sized pool, or choose from hundreds of health and fitness classes at our world-class exercise facilities. We also provide highly competitive health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails and museums.
  • Enviable resources. Enjoy free commute programs, ridesharing incentives, discounts and more!