Business Operations Manager

Location
California, United States
Posted
06 Dec 2018
End of advertisement period
06 Feb 2019
Ref
81249
Contract Type
Permanent
Hours
Full Time

Job Purpose:

This position will manage and coordinate the administrative and operations functions related to budgets, finances, hiring, and human resources for the Stanford Department of Public Safety (DPS). Reporting to a Division Manager (Business Operations Manager 3) for the first year, the incumbent will transition to become solely responsible for for preparing and managing the comprehensive DPS budget; supervising staff who are responsible for financial control functions or ensuring oversight of these functions by staff who are supervised by other managers; and providing human resource services for DPS, including hiring practices and processes. 

Position Overview:

This full-time position will provide financial and administrative management to the Department as a leader within the Business Operations Division. Responsibilities will include developing and monitoring the department’s annual budget, reporting and reconciling department finances, providing human resources services, and providing administrative support to the Director of Public Safety. The candidate will be responsible for overseeing the processing of financial transactions including accounts payable invoices, purchase requisitions, travel reimbursements and PCard verification as well as preparing ijournals, labor distribution adjustments and other transactions to ensure the accuracy in financial reporting. Additionally, the incumbent will be responsible for reviewing and analyzing department expenditure statements, and will provide information to assist the Business Operations Manager in developing the annual budget, as well as in preparation of quarterly or other periodic financial reports. 

Administrative support duties will include preparing reports and updated policies/procedures documenting hiring practices, human resource document retention practices, bargaining unit contract implementation practices, and other specialized processes. 

This individual will be a part of the department’s emergency response and special events management, which will provide the successful candidate with the opportunity to learn about and receive training in public safety issues. Flexibility, the ability to maintain confidences, a positive attitude and the ability to handle multiple responsibilities in a timely manner are essential attributes for the person filling this position. 

Core Duties:

General

  • Manage the department’s budget, including the fire contract with the City of Palo Alto; provide strategic direction to ensure equipment replacement cycles are appropriate and equipment is purchased to ensure continuity of emergency operations. Oversee report preparation and analysis requiring the consolidation of multiple, complex financial and statistical data points. 
  • Manage the work of administrative and other personnel who are responsible for processing routine financial and other transactions to ensure compliance with university and department policies. Provide coaching and mentoring, manage performance, contribute to succession planning within area of responsibility.
  • May independently or in collaboration with other human resources managers, guide supervisors in the interpretation and implementation of human resources policies, procedures and programs.
  • Oversee the hiring processes of the department, which includes ongoing hiring of upwards of 100 casual employees. 
  • Identify and resolve complex issues which may span multiple areas, apply ingenuity and creativity to problem analysis and resolution.
  • Collaborate with other colleagues on cross functional projects; contribute to solutions that may affect policy changes or the development of new controls or processes.
  • Participate in critical analysis of existing systems, policies, and procedures; recommend and implement approved solutions.
  • Contribute to projects in work area or unit; make decisions determining approach to managing and completing processes.
  • Influence leadership on specific recommendations for current operations and future development. May develop multi-year business plans. 
  • 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.
  • Represent the organization's business operations and administrative affairs within the organization, and/or outside constituencies. May represent the organization to external constituencies.

Financial (50%)

  • Under the general guidance of the Manager of Business Operations (BOM3) and/or the Director of Public Safety, plan, develop, and monitor all budgets for the Department of Public Safety. 
  • Communicate financial policies and procedures to department personnel; ensure accuracy, completeness, and timeliness for management financial processes and reports.
  • Monitor, reconcile and report on financial transactions including but not limited to: accounts payable and receivable transactions, ijournal transactions, labor distribution adjustments, reimbursements and payroll transactions.
  • Review monthly expenditure statements for accuracy and variance to budget. Provide accurate expenditure information and analysis to the Manager of Business Operations (BOM3), and prepare quarterly or other periodic budget variance reports as requested.
  • Prepare detailed budget analysis including salary and non-salary expenses associated with individual department units including special event security operations, emergency management programs, parking operations, as well as the Fire and Communications contract.
  • Manage and monitor the revenues and expenses associated with Special Events, analyze cost recovery information and report on the status of the Special Events budget. Prepare a detailed special events billing log to track special events billings and related special events data.
  • Review and monitor department use of Pcards, travel cards, petty cash and other funds; approve transactions according to university policy. Follow up with employees or appropriate supervisors when improper practices are discovered. 
  • Oversee implementation of annual salary setting for bargaining unit personnel per the bargaining unit contract; ensure that pay increases and changes to applicable supplements are processed accurately and in a timely manner. 

Human Resources Support (30%)

  • Independently and/or in collaboration with a Human Resources Manager or Administrator, provide guidance to department supervisors and managers in the interpretation and implementation of human resources policies and procedures in accordance with the bargaining unit agreement, the University Administrative Guide and other applicable resources.
  • Interpret, implement and ensure compliance with applicable regulations, policies and procedures; recommend and develop internal administrative policies and guidelines. 

Administrative Support (10%)

  • Provide administrative support to the Director of Public Safety as well as to the general department, as needed. 

Miscellaneous (10%)

  • Provide support during all home football games, major events and campus emergency situations; weekend work and shift work may be required on short notice.
  • Monitor a police radio during one’s assigned shift and be alert to incidents which would require the issuance of a “Timely Warning” or “Immediate Notification.” Draft alert notices and determine, based upon the circumstances, if Command level approval is required before sending the message using the university’s AlertSU system. 
  • Other duties as assigned. 

NOTE: All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so that they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System. 

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.
  • Advanced knowledge of Microsoft Office Suite
  • Knowledge of Oracle or other business financial systems.
  • Advanced oral and written communication skills.
  • Ability to clearly and effectively present information to internal and external audiences, and all levels of management.
  • Strong analytical skills to review and analyze complex financial information.
  • Strong leadership and management skills with previous experience managing people, delegating workload and providing direction/corrections as necessary.
  • Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
  • Demonstrated competency in project management of a high volume of work, some of which is cyclical.
  • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
  • Demonstrated success in performing meticulous, high quality and compliant work.
  • Ability to interpret complex research and fiscal policies, assimilate information from a wide range of resources and act like a mentor and resource to others.

Certifications and Licenses:

None

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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Working Conditions:

  • Routine extended working hours during peak cycles; travel to school/unit sites across university.
  • Occasionally work evenings and weekends.
  • Potential for shift work.
  • Potential to be exposed to hazardous conditions when supporting police and emergency operations.

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 Department and University policies and procedures, including but not limited to the personnel policies and other policies found in the General Orders and the University’s Administrative Guide. 

Special Requirements

  • Must be able to successfully pass a thorough background investigation based upon working for a law enforcement agency in a non-sworn capacity, including a search of local, state, and national files for criminal history.
  • Desire to learn, accept and promote the Core Values and R.O.O.T.S. philosophy of the Department of Public Safety.
  • Ability to keep sensitive information strictly confidential at all times
  • Evening and weekend work required -- sometimes with little or no advanced notice.
  • Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents, sometimes with little advance notice.
  • All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System. 

Selection Process (specific order of the process is subject to change)

  • Application 
  • Personal History Questionnaire (PHQ) 
  • Interview with Department and University personnel
  • Background investigation 
  • Personal Interview with the Director of Public Safety

* Stanford Department of Public Safety does not pay the candidate for travel expenses associated with testing / interviewing, unless otherwise indicated by the department at the time of call for interview.

*Stanford University is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, physical or mental disability, or sexual orientation.