Finance Associate

California, United States
13 Nov 2018
End of advertisement period
13 Jan 2019
Contract Type
Full Time

100% FTE, Level E, Non-exempt
M-F, 8-5pm (hours are not flexible) 

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


The Department of Mathematics is seeking a Finance Associate to provide accounting and finance-related support to department activities for government sponsor and non-sponsor accounts. This is an exciting opportunity for someone with an administrative or accounting background, great customer service, strong attention to detail, and superb organizational skills, to develop further their experience in finance administration.

The main responsibilities of this position include, but are not limited to: 

  • Verifying and reconciling department Purchasing and Travel Cards transactions, processing expense reimbursements, honoraria, iJournals and iProcurement orders for both, sponsored and non-sponsored accounts. The Finance Associate must ensure that all transactions comply with internal rules, government and external regulations, which might require policy interpretation.
  • Initiate expenditures; monitor post award spending and commitment activity for sponsored accounts. Review monthly expenditure statements, and facilitate the quarterly review by the research associate and principal investigators. 
  • Using a wide-variety of University financial systems to thoroughly monitor, analyze and review financial information for trends and errors. The Finance Associate will reconcile monthly expenditure statements, produce financial reports; research and address problematic transactions, maintain accurate spreadsheets, and analyze account budgets.
  • Preparing department deposits for gift processing, confirming that wire transfers and checks are properly received and deposited. 
  • Responding to transactional inquiries and resolving billing issues as required. 
  • Independently advice Faculty and other department affiliates on "best practices" for travel matters as needed.

Understanding of and ability to apply basic accounting skills and concepts is required. The Finance Associate will manage and complete routine tasks with minimal direction and should be able to follow through and complete routine tasks independently, exercise good judgment and handle confidential information with discretion. A degree in Finance and/or three years of work experience is preferred. 


  • Review, process, gather, and compile accounting transactions and documents for overall completeness, accuracy, and compliance.
  • Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items. 
  • Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports. 
  • Download and monitor reports supporting project status, and use forecasting and decision aides under guidance.
  • Participate in contract closeout process and audit inquiries as needed. 
  • Resolve transactional inquiries, escalate broader issues. 
  • Respond to transactional inquiries from client groups.
  • Will be responsible for p-card administration, processing, travel cards and expendable reimbursements.
  • May establish accounts in financial systems; prepare invoices.
  • Participate in new initiatives, as needed such as user testing.
  • Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements. 

* - Other duties may also be assigned


Education & Experience:

  • High School diploma or equivalent and two years’ work experience.

Knowledge, Skills and Abilities:|

  • Knowledge of basic accounting procedures.
  • Ability to operate computerized office applications and accounting systems.
  • Ability to clearly and effectively communicate information to internal audiences and client groups.

Certifications and Licenses:

  • None


  • 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.


  • May work extended hours during peak business cycles.


  • 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,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.