Stanford Seed Travel and Finance Administrator

Location
California, United States
Posted
08 Aug 2019
End of advertisement period
08 Oct 2019
Ref
84233
Contract Type
Permanent
Hours
Full Time

Stanford Graduate School of Business    

Residing in Silicon Valley, the heart of innovation, Stanford GSB has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, push the boundaries of knowledge with faculty research, and offer a portfolio of entrepreneurial and non-degree programs that deliver global impact like no other. We strive to change lives, change organizations, and change the world.

Stanford Seed, the Stanford Institute for Innovation in Developing Economies, is a Stanford GSB-led initiative that is working to end the cycle of global poverty by training CEOs/founders in developing and emerging economies, inspiring Stanford students to become globally-engaged leaders, and supporting critical research from across the university to maximize our impact.

The Travel & Finance Administrator at Stanford Seed functions is an integral part of the Program Delivery team and is tasked with coordinating administrative, travel and logistical aspects of the Seed Transformation Program (STP) and other initiatives across the organization.  In addition, the Travel & Finance Administrator will participate in process improvement work that supports the delivery of STP at scale.  As a member of the Program Delivery Team, the candidate should have strong project management skills and be capable of helping drive cross-functional collaboration across the organization.

Role requires occasional work outside of the normal 8 am – 5 pm workday to correspond to working hours in regional offices (Ghana, India, Kenya).

Your primary responsibilities include: 

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

Specifically:

  • Collaborate with teams in India, Ghana, and Kenya to help plan and support execution of STP events.
  • Develop project work plans and coordinate diverse teams to ensure timely completion of deliverables.
  • Compose and draft documents and correspondence for presentations, course handouts, and reports; perform substantial editing and fact checking.
  • Create, maintain, modify, and/or ensure accuracy of content in various documents and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. 

Specifically:

  • Manage travel logistics for faculty and staff participating in the Seed Transformation Program.
  • Plan and arrange domestic and international travel in compliance with program, university, and sponsor policies; obtain necessary passports, visas; and manage travel-related procedures and documentation.
  • May support Seed’s Executive Director with administrative tasks, including calendar and travel expense preparation.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

To be successful in this position, you will bring:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience
  • Advanced computer skills and demonstrated experience with office software and email applications
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Proficiency in Smartsheets, Google Suite, and Box preferred.

In addition, our preferred requirements include:

  • Bachelor degree preferred

*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 his or her job.

Why Stanford is for You

Stanford’s dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:

  • Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a Ted Talk, film screening, or listen to a renowned author or leader discuss global issues.
  • A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
  • A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
  • Discovery and fun. Visit campus gardens, trails, and museums.
  • Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!
  • We pride ourselves in being a culture that encourages and empowers you.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 84233