Financial Operations, Procurement & Grants Administrator

Stanford University; Palo Alto (CA); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Stanford University’s Graduate School of Business seeks a highly organized Financial, Procurement & Grants Administrator to support faculty research and departmental financial operations. The role collaborates with faculty and staff to interpret policy, address complex financial issues, and ensure compliance while delivering excellent service.

A hybrid arrangement requires one day per week on campus. The position covers procurement, financial operations, grant administration, and policy

Qualifications

• Ability to interpret, apply, and ensure compliance with complex financial and university policies.
• Strong analytical and problem-solving skills, with sound judgment.
• Excellent customer service and interpersonal skills, with the ability to build effective working relationships.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of accuracy and attention to detail.
• Experience with financial systems and accounting processes.
• Strong proficiency with Microsoft Excel and Microsoft Office applications.
• Familiarity with Stanford systems and policies (SeRA, procurement, business expense policies) preferred.
• Ability to communicate complex financial and policy information clearly while building collaborative relationships.
• Experience in grant administration, procurement, contract review, finance, or higher education environments.
• Ability to work independently while contributing to a team environment.

Responsibilities

• Manage procurement activities, including requisitions, purchase orders, change orders, and contract review for policy compliance.
• Provide guidance on contract setup, supplier onboarding, and procurement processes across departments.
• Serve as a subject matter expert for procurement and financial transactions.
• Partner with faculty and administrative staff to identify solutions for complex financial and operational issues while ensuring compliance with university policies.
• Prepare and analyze ad hoc financial reports to support decision-making.
• Support month-end and year-end close processes.
• Interpret and apply university policies to support Faculty Assistants with reimbursement processing and financial transactions.
• Process new faculty moving agreements in accordance with university guidelines.
• Respond to and resolve inquiries related to business expense policy and financial operations.
• Serve as a key resource to faculty and PIs on financial, grant, and policy-related matters.
• Oversee grant administration, including account setup and closeout, expense monitoring, e-certifications, and proposal support in coordination with OSR.
• Prepare and review grant budgets and budget justifications in compliance with sponsor and university guidelines.
• Review and approve grant and faculty research expenditures to ensure compliance with applicable policies and regulations.

Skills

Policy interpretation

Analytical thinking

Customer service

Multitasking

Attention to detail

Excel

Communication

Tools

SeRA

Procurement system

Finance systems

Job description

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world. Success at the GSB is defined by The GSB Way - a commitment to shared purpose, community, and excellence in all that we do. We seek individuals who elevate themselves and those around them through the practice of academic candor, generous collaboration, and bringing curiosity and rigor to solving meaningful problems. At the GSB, impact means taking ownership, and contributing to a purpose-driven, collaborative, and high-performing community

Position Summary

The Finance Department at Stanford GSB seeks a highly organized and detail-oriented Financial, Procurement & Grants Administrator to support faculty research and departmental financial operations. This position partners closely with faculty and administrative staff to interpret university policy, solve complex financial and research administration issues, and ensure compliance while delivering exceptional customer service. Operating with a high degree of independence, the role requires strong analytical and problem-solving skills, sound judgment, and the ability to interpret and apply complex university and sponsor policies. The position serves as a trusted resource to faculty, staff, and cross-functional partners, providing guidance on financial, procurement, and grant-related matters while supporting the school's teaching and research mission. The ideal candidate is proactive, adaptable, customer-focused, and able to manage multiple priorities in a dynamic environment. This Accountant 3 position is eligible for a hybrid work arrangement, with a minimum of one day per week working on the Stanford main campus, subject to operational needs.

Key Responsibilities

Procurement & Financial Operations

• Manage procurement activities, including requisitions, purchase orders, change orders, and contract review for policy compliance
• Provide guidance on contract setup, supplier onboarding, and procurement processes across departments
• Serve as a subject matter expert for procurement and financial transactions
• Partner with faculty and administrative staff to identify solutions for complex financial and operational issues while ensuring compliance with university policies
• Prepare and analyze ad hoc financial reports to support decision-making
• Support month-end and year-end close processes

Faculty & Research Financial Support

• Interpret and apply university policies to support Faculty Assistants with reimbursement processing and financial transactions
• Process new faculty moving agreements in accordance with university guidelines
• Respond to and resolve inquiries related to business expense policy and financial operations

Grant Administration

• Serve as a key resource to faculty and PIs on financial, grant, and policy-related matters
• Oversee grant administration, including account setup and closeout, expense monitoring, e-certifications, and proposal support in coordination with OSR
• Prepare and review grant budgets and budget justifications in compliance with sponsor and university guidelines
• Review and approve grant and faculty research expenditures to ensure compliance with applicable policies and regulations

Desired Qualifications and Skills

• Ability to interpret, apply, and ensure compliance with complex financial and university policies
• Strong analytical and problem-solving skills, with the ability to exercise sound judgment
• Excellent customer service and interpersonal skills, with the ability to build effective working relationships
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment
• High level of accuracy and attention to detail
• Experience with financial systems and accounting processes
• Strong proficiency with Microsoft Excel and Microsoft Office applications
• Familiarity with Stanford systems and policies (e.g., SeRA, procurement, business expense policies) preferred
• Ability to communicate complex financial and policy information clearly while building collaborative relationships and exercising sound judgment
• Experience in grant administration, procurement, contract review, finance, or higher education environments
• Ability to work independently while contributing to a team environment