Finance Associate

School of Humanities and Sciences, Stanford, California
Grade E
10 Jun 2019
01 Jul 2019
Contract Type
Full Time

The Finance Associate in the Department of Art & Art History is a key part of the administrative team, ensuring efficient and appropriate financial operations in a high-volume, busy department. Reporting to and supporting the Assistant Manager, the Finance Associate will process and track a variety of financial transactions for the department including travel and purchasing card (credit card) transactions, reimbursements, procurement including blanket orders, adjusting journal entries, and tracking of transaction aging to ensure compliance with University policy. The Associate oversees the department’s office supplies and places orders as needed to ensure appropriate inventory. 

The successful candidate will possess well-developed customer service and interpersonal skills, the ability to communicate effectively, the tact, diplomacy, and discretion required to deal with sensitive and confidential issues and materials in a responsible and mature manner, and the ability to work independently, taking initiative and exercising good judgment. In addition, they will be well organized and highly detail-oriented, flexible and able to manage competing priorities, and highly reliable, including the ability to complete tasks accurately, thoroughly, and in a timely manner. Applicants must submit a resume and cover letter in order to be considered for this position. 


  • Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance.
  • Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items.
  • Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.
  • Resolve transactional inquiries, escalate broader issues.
  • Respond to transactional inquiries from client groups.
  • May be responsible for p-card administration, processing, travel cards and expendable reimbursements.
  • May establish accounts in financial systems; prepare invoices.
  • Participate in new initiatives as needed, such as user testing.
  • Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.

* - Other duties may also be assigned


Education & Experience:

High School diploma or equivalent and two years’ work experience. BA preferred.

Knowledge, Skills and Abilities:

  • Knowledge of generally accepted accounting principles (GAAP).
  • Ability to operate computerized office applications and accounting systems, including Microsoft Office applications with emphasis on Excel. Experience with Stanford financial applications preferred.
  • Ability to clearly and effectively communicate information to internal audiences and client groups.

Certifications and Licenses:



  • Constantly perform desk-based computer tasks.
  • Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.
  • Occasionally write by hand, twist, bend, stoop and squat.
  • Rarely stand, walk, reach or work above shoulders and use a telephone.

* - 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.


  • May work extended hours during peak business cycles.


  • 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, 

"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." 

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