Stanford University Business Expense, Operational Lead in Stanford, California


Note: Not all unique aspects of the job are covered by this job description.

Business Expense – Operational Lead, Procurement, Stanford University

Specific responsibilities of the position include:

Managing the day to day operations of the Business Expense audit team:

  • Ensuring that SLA’s are being met for transactional throughput
  • Ensuring that responses to client inquiries our within guidelines
  • Supervise / develop team members through assessment and coaching
  • Drive continuous improvement in processes and staff
  • Monitor compliance of reimbursement and non- PO transactions to administrative guidelines
  • Recommend system / process improvements to simplify our processes

Business Expense is transforming what it does – moving from a transactional basis to using systems to improve compliance while simplifying the process for our clients. We are partnering with leading companies and colleagues across campus to develop unique solutions to our business process. The Operational Lead will play a key role in implementation of Business Affairs / FMS strategic initiatives through direct involvement in design, by providing support for systems testing, participation in client education meetings, and ongoing support.

Essential Skills

  • Drive to work smarter, not harder. Improve our processes so that they are more strategic, yet compliant.
  • Proven leadership skills, ability to build relationships through collaboration
  • Project management experience, especially in systems integration
  • Relationship management, collaborate with all levels of colleagues across the university
  • Strong presentation skills
  • Effective business writing skills
  • Ability to apply broad guidelines to unique situations
  • Customer focused – set an appropriate expectation and then achieve it
  • Ability to manage multiple priorities in a fast paced deadline driven environment


Perform a variety of regular and recurring professional accounting functions involving fiscal interpretation and analysis, reconciliations, and reviews of multiple accounts and transactions.


  • Analyze accounting transactions and information to summarize current financial position at the unit or organization-wide level. Construct and assemble data for decision making; develop conclusions, and present high level summary of recommendations.
  • Capture, track, and report revenue and expenses; determine appropriate procedures for accounting record preparation, research of transactions and reporting. Oversee, reconcile, and resolve problems relative to complicated accounts.
  • Collect data and perform research on details of transactions. Generate, review, analyze and communicate financial data that reflects actual financial performance against approved budgets. Prepare and present quantitative and qualitative analyses focusing on variances from budget and prior data.
  • 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.
  • Run and analyze financial reports, often from multiple systems; prepare management information reports.
  • 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 the development of change management plans and materials as needed. Participate as a member of a project team; support new initiatives. Make decisions determining approach to managing and completing processes.
  • Participate in critical analysis of existing systems and processes, and identify opportunities for process improvement. Define requirements, develop and implement complex test cases, perform system testing and analyze results.
  • Serve as a resource to local units and other departments to resolve accounting-related issues.
  • May act as a lead, train, coach, and review the work of other staff, as needed. Contribute primarily through applying individual expertise.

* - Other duties may also be assigned



Education & Experience:

Bachelor’s degree plus four years of applicable experience, or combination of education and relevant work experience.

Knowledge, Skills and Abilities:

  • Intermediate proficiency in business applications, such as Microsoft Office; intermediate Excel skills.
  • Demonstrated knowledge of and experience with accounting systems and the internet; computer literacy.
  • Understanding of and ability to apply accounting skills and concepts.
  • Knowledge of Generally Accepted Accounting Principles.
  • Demonstrated communication skills, including the ability to clearly and effectively communicate information to internal audiences and client groups.
  • Demonstrated project management skills and ability to contribute as part of a project team.

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 his or her 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,

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Job: Finance

Location: Business Affairs: Financial Management Services (FMS)

Schedule: Full-time

Req ID: 73952

Job Grade: 4442