Associate Director of Finance and Administration

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

Stanford University is seeking an Associate Director of Finance and Administration/Academic Operations Manager 1 to provide strong financial analysis and reporting, management and coordination of administrative and operations-related functions for the Department of Developmental Biology. The ADFA will be a working financial manager for all sponsored projects and faculty financial portfolios as well as manage staff to achieve the research and teaching mission, as well as specific goals and objectives of the unit. The ADFA will partner with faculty leadership and the DFA on all departmental affairs.

Duties include:

  • Develop and manage complex budgets and forecasting scenarios for the PI’s of Developmental Biology as well as the general department accounts. Manage the finances across all sources for the annual budget, including developing, monitoring, analyzing, forecasting and reporting.
  • Create budget, forecasts, and “what if” scenarios for all category types and review with the DFA. 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.
  • Oversee spending on projects, admin office and department laboratories
  • Analyze financial data across all department funding types identifying trends and discrepancies. Use advanced excel skills to provide reporting and analysis
  • Supervision of Developmental Biology administrative and temporary staff – assigning tasks, counseling on performance, career development, oversight of training requirements, etc. Ensure the smooth functioning of the labs and offices.
  • Work closely with the Shared Services HR and Academic Affairs group to appoint staff and faculty.
  • 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.
  • Lead administrative functions for Developmental Biology, working with the DFA and Lab Manager to ensure all areas are compliant with appropriate policies and procedures. This includes being responsible for proper budgeting, space certification, capital equipment purchases, emergency planning, staff and trainee adherence to University H&S policies, compliance with IT, computer and data encryption policies and University-wide initiatives
  • Approve GFS entries for trainees.
  • Work closely with the Director of Finance and Administration to administer functions of the department.

* Other duties may also be assigned


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


  • 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.


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,

Additional Information

  • Schedule: Part-time
  • Job Code: 4131
  • Employee Status: Regular
  • Grade: J
  • Department URL:
  • Requisition ID: 84353