Associate Director of Finance and Administration

California, United States
09 Aug 2019
End of advertisement period
09 Oct 2019
Contract Type
Full Time

The Baxter Laboratory at Stanford University School of Medicine is seeking an Associate Director of Finance and Administration/Academic Operations Manager 1 to provide management and coordination of financial, administrative and operations-related functions for the Baxter Laboratory for Stem Cell Biology in the Department of Microbiology and Immunology. Reports directly to the Director of the Baxter Laboratory and to the DFA for M&I. Manage staff to achieve the research and teaching mission, as well as specific goals and objectives of the unit. Partner with faculty leadership and DFA on all departmental affairs. Manage annual budget of +$10M, responsible for budgetary and administrative policy oversight for ~50 sponsored projects (with ~10 subprojects to other departments and subawards and subcontracts to outside institutions), ~9 designated fund accounts, ~10 gift funds and operating, clearing and suspense accounts. Direct, hire, and manage all finance and administrative staff, including Faculty Affairs/HR, Student Services and Lab operations roles for ~70+ people. Applicants should submit cover letter with resume and contact information for at least three references. This is a great opportunity to gain broad managerial expertise.
The founding principles of the Baxter Laboratory are to bring together bioscientists who are interested not only in the basic mechanisms of disease processes, but also in exploiting biological systems to more directly bring about cures for important diseases. Our environment is very dynamic, and it is expected that the Associate Director be highly organized, extremely detail oriented, and be able to multi-task with ease. This is a busy and complex position requiring a high level of professionalism with limited supervision, high degree of judgment, initiative, attention to detail and follow-through. We seek to hire someone with a “can-do” attitude and pleasant demeanor with the desire, skills and knowledge to positively impact the Baxter Lab and help us to maintain our level of excellence. 

Stanford University, located between San Francisco and San Jose in the heart of California’s Silicon Valley, is one of the world’s leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

What you will be doing:

  • Manage staff in the day-to-day operations for functional area(s) of responsibility. 
  • Responsible for hiring and retaining staff, career coaching, personal development for direct reports and accountable for the performance of employees. 
  • Ensure work completion within schedule and constraints.
  • Independently and in collaboration with human resources managers, guide faculty supervisors in the interpretation and implementation of human resources policies, procedures and programs.
  • Evaluate business processes and operational and/or financial effectiveness. 
  • Analyze and resolve complex issues and provide alternative solutions as necessary. 
  • May lead process improvement for immediate unit.
  • Analyze unit needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions. 
  • Work with the Director of Baxter Laboratory and the department DFA regarding resources to support faculty activities and interests.
  • Interpret, implement and ensure compliance with university academic and administrative policies and procedures within an operating unit.
  • Recommend new internal policies, guidelines and procedures.
  • Manage the finances across all sources for the annual budget, including developing, monitoring, analyzing, forecasting and reporting.
  • Manage and coordinate the large number of grants and contracts for the laboratory. 
  • Ensure compliance with institutional and external requirements.
  • Represent the unit’s business and academic operations within the organization/school.
  • Manage student and faculty program administration for the unit.
  • Work closely with Director on special projects as needed.

- Other duties may also be assigned


  • Proactive, detail-oriented self-starter with extensive prior Stanford University (SOM) management experience and familiarity with grants management (NIH, CIRM, DOD, AHA, MDA, fellowships, etc.). 
  • Desire minimum of 5 years to 10 years relevant experience.


Bachelor's degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.


  • Demonstrated supervisory skills including conflict resolution.
  • Excellent planning and organizational skills.
  • Excellent communication skills
  • Working knowledge of accounting, budget planning and financial forecasting.
  • Working knowledge of grants and contract administration
  • Strong negotiation and effective interpersonal skills.
  • Solid analytical and problem-solving skills.
  • Attention to detail and accuracy
  • Strong expertise in business and management computer applications and databases.
  • Strong knowledge in industry standards and/or regulatory requirements.
  • Ability to multi-task and manage deadlines.
  • Subject matter expertise for area(s) of responsibility.
  • Able to keep abreast of general industry knowledge and trends


  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, writing by hand, use a telephone, lift/carry/push/pull objects that weigh 11-20 pounds.
  • Rarely sort/file paperwork or parts, rarely twist/bend/stoop/squat.

* - 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.


  • Occasional evening and weekend hours.

Additional Information

Schedule: Full-time
Job Code: 4131
Employee Status: Regular
Grade: J
Requisition ID: 84260