OVERVIEW
Consider all the lives saved over the many years because of Stanford’s innovation in the medical field. Imagine a world without the internet and social platforms. Did you know Stanford pioneered the procedure for organ transplants and created the first website in the United States? All these advances and more are a direct result of Stanford University’s prominent faculty, researchers and alumni, who have revolutionized the way we live and enriched the world. Supporting this mission is Stanford’s dedicated 16,000 staff, who 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.
Stanford University seeks people committed to excellence and to improving our world and, in turn, is dedicated to supporting its employees as they develop their careers and enrich their lives. Stanford’s Business Affairs provides administrative policies, infrastructure, systems, services, and support for the benefit of the university community. Financial Management Services (FMS), a department within Business Affairs, is responsible for creating an ecosystem which promotes innovative and sound financial administration policies and practices that balance controls, compliance, and customer service. FMS is primarily responsible for financial policy oversight, quality assurance and financial services at Stanford University and its affiliated entities. It also serves as a liaison to the hospitals and the Stanford Linear Accelerator Center (SLAC). The FMS work environment is grounded by core values that include cultivating growth, celebration and appreciation, and collaborating with curiosity in order to nurture an inclusive environment where everyone is valued, respected, and can thrive.
Specifically, this position will reside within the FMS Controller’s Office, a part of the Gift Securities business unit which partners closely with the Office of Development. The Gift Securities team is responsible for facilitating the transfer of all gifts of appreciated securities to the university as well as managing the valuations, liquidations and collections processes for each gift. The Gift Securities Operations Manager is integral in supporting the day-to-day operations of tracking all the details of each gift and preparing it for processing, as well as general oversight of the many other Gift Securities department functions.
The team is looking for a thoughtful, organized and nimble individual to help the team deliver unparalleled customer service to all our constituencies both internal and external ensuring that the giving experience is positive, flawless and fulfilling. Critical to the success of this position is the ability to work quickly in a fast-paced, transactional, and dynamic environment as well as work collaboratively with a small team requiring effective communications.
JOB PURPOSE:
Assist the Gift Securities Director with the management and coordination of administrative and operations-related functions for the Gift Securities program within the Controller’s Office including asset trading across a wide variety of assets (i.e. - US publicly traded assets, foreign assets, non-publicly traded assets, cryptocurrency assets). Manage staff at least 50% of the time to achieve goals and objectives. May manage specific program processes with responsibility for overall success. Act as the Gift Securities Director stead when needed. Assist with a gift program that is a world-wide leader amongst charitable/education institutions in innovative philanthropy. These responsibilities may include the following:
YOUR RESPONSIBILITIES WILL INCLUDE:
- Manage staff in the day-to-day operations of the Gift Securities team for all publicly traded securities gifts and inquiries. Ensure work completion within schedule and constraints.
- Assist our donors and their financial representatives
- Authorize our brokerage partners to enter trading instructions to liquidate gift assets following a disciplined and well-established liquidation process.
- Assist the Director with hiring and retaining staff, career coaching, personal development, and accountable for the performance of direct reports.
- Run and analyze financial reports, often from multiple systems, prepare management information reports. Reconcile information from various systems, statements, reports to ensure integrity and accuracy.
- Maintain and review accounting process controls; recommend and implement any approved modifications; perform preliminary analysis and recommend solutions. Develop and maintain desktop procedures and process documentation for area of responsibility.
- Execute internal control programs established by management, research new regulations, and recommend and implement approved changes. May manage compliance program for area of responsibility and create complex compliance reports.
- Contribute to unit and organization strategy; assist in developing change management plans and materials as needed. Participate as a member of a project team; support new initiatives. Make decisions determining an approach to managing and completing processes.
- Participate in critical analysis of existing systems and processes, identify opportunities for process improvement. Define requirements, develop and implement complex test cases, perform system testing and analyze results.
- Collaborate with colleagues in the Office of Development to develop training webinars for our development officers to ensure successful gift securities transfers.
- Work closely with the Office of Planned Giving and our investment attorneys to review non-public gift documentation and determine appropriate next steps to facilitate the transfer of these gifts.
- Review fund governing documents, offering documents, subscription documents, side letters, and investment management agreements to ensure proper application of fund terms.
- Serve as a resource to local units and other departments to resolve accounting-related issues.
- May act as a lead, trainer, coach, and review the work of other staff, as needed. Contribute primarily through applying individual expertise.
Note: Not all unique aspects of the job are covered by this job description
TO BE SUCCESSFUL IN THIS POSITION, YOU WILL BRING:
Education & Experience:
- Bachelor’s degree plus four years of applicable experience, or combination of education and relevant work experience.
- 3-5 years customer service experience required.
Knowledge, Skills and Abilities:
- Demonstrated supervisory skills including conflict resolution.
- Excellent planning and organizational skills.
- Demonstrated communication skills, including the ability to clearly and effectively communicate information to internal audiences and client groups, both orally and written.
- Broad understanding of various investment products and complex instruments. Working knowledge of investment operations, custody and mutual fund accounting environment, and ancillary asset management service providers
- Effective interpersonal skills.
- Solid analytical and problem-solving skills.
- Strong expertise in business and management computer applications and databases.
- Proficiency in industry standards and/or regulatory requirements.
- Subject matter expertise for area(s) of responsibility.
- Advanced proficiency in business applications, such as Microsoft Office; Advanced Excel skills, Google Suite.
- Understanding of and ability to apply accounting skills and concepts.
- Knowledge of Generally Accepted Accounting Principles.
- Demonstrated project management skills and ability to contribute as part of a project team.
IN ADDITION, PREFERRED REQUIREMENTS INCLUDE:
- Attention to detail, accuracy, and the ability to prioritize multiple tasks to meet deadlines and customer service response standards.
- Strong customer-oriented approach to managing solutions.
- Experience working in a university environment
- Demonstrated knowledge of and experience with ERP systems, preferably Oracle, with proven ability to apply knowledge to understand new systems and processes.
- Proven ability to apply knowledge to analyze and interpret business policies and external regulations and translate them into compliant and efficient accounting processes.
- Ability to observe trends in data, recommending and helping to implement solutions to increase efficiency, effectiveness, and accuracy of data.
- 3-5 years brokerage firm back-office operations experience preferred.
- Understanding of SEC stock restrictions preferred.
- Stock trading experience desired
PHYSICAL REQUIREMENTS:
- Constantly perform desk-based computer tasks and use a telephone.
- Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 11-20 pounds.
- Occasionally write by hand, twist, bend, stoop and squat.
- Rarely stand, walk, reach or work above shoulders.
WHY STANFORD IS FOR YOU:
Stanford University has revolutionized the way we live and how it enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
- Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
- A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
- Discovery and fun. Stroll through historic sculptures, trails, and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!
- Redwood City. Our new Stanford Redwood City campus, which opened in 2019, is the workplace for approximately 2,700 staff, including FMS, whose jobs are important to supporting the university’s mission. The campus will offer amenities such as onsite cafes and a dining pavilion, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families. We pride ourselves in being a culture that encourages and empowers you.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
