Business Operations Analysis, Specialist - Palo Alto, CA, United States - Stanford University

Description

Business Operations Manager #128269;Department of Public Safety, Stanford, California, United StatesNew#128193;Administration#128197;103117 Requisition # The Stanford University Department of Public Safety exists to provide a safe, secure atmosphere which is conducive to freedom of expression and movement, for all people and their property at Stanford University, within the constraints of the Federal, State, and Local laws and ordinances.

The members of the Stanford Department of Public Safety are committed to providing high quality public safety services to the Stanford Community with a strong emphasis on customer service.

This position will provide management and coordination of the department budget and finances, oversee payroll processing and related human resource transactions, and manage administrative office personnel for the Stanford Department of Public Safety (DPS).

The DPS Business and Finance manager will be a department resource as an expert in university and department financial and payroll/Human Resource policies and procedures, financial and HR systems, and the annual accounting and budget cycle.

The position will provide financial analysis, forecasts, and recommendations to the DPS director and management staff.

Additionally, the position will manage/oversee bi-monthly payroll and related HR transaction processing for approximately 50 regular and 60 casual employees.

The incumbent will be responsible for promoting best practices for financial management; ensuring compliance with applicable policies and procedures; and will provide recommendations for and the implementation of process improvements.

Working under minimal supervision, this position will manage the DPS budget and coordinate various human resource transactions for the Stanford Department of Public Safety (DPS).

The position will also support the management of DPS front office operations and will collaborate frequently with administrative office support staff and others, as needed.

Familiarity with and/or ability to learn university financial and fund management practices, the Stanford Deputy Sheriff's (SDSA) collective bargaining unit agreement, as well as the university Administrative Guide will be a key to success for this position.

The incumbent will contribute primarily through individual expertise and will also supervise, train and review the work of other staff as needed.

Work is performed primarily on-site, generally between 8am and 6pm, working Monday through Friday.

Work outside normal business hours is required from time-to-time, including working 5-8 home football games, Commencement and other major campus events.

All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus.

Budget Management Under general guidance of the Director of Public Safety, manage the annual department budget and finances. Manage the department budget for DPS, including the Fire and Communications Contract budget. This includes annual budget development, preparation of the Budget Plan, Booked Budget and annual Year-End close operations.

Prepare annual budget letter including supporting materials in collaboration with the Director; represent DPS during budget meetings with the University Budget Office and/or Budget Committee.

Collect and analyze data, create reports, review and explain financial trends; complex reconciliations and related analysis; prepare or review and approve financial and payroll transactions and higher level dollar value transactions.

Research and synthesize data; interpret results from large amounts of data, identify trends, draw conclusions, develop solutions, present and implement recommendations and create follow-up analysis.

Develop complex budget and forecasting scenarios, long-range planning and analyses for financial reporting and presentations; Perform structured analysis, conduct data mining; Provide accurate expenditure information and analysis to the Manager of Business Operations (BOM3) or Director, and prepare quarterly or other periodic budget variance reports as requested.

Prepare detailed budget analysis and projections including salary and non-salary expenses associated with individual department units including special event security operations, emergency management programs, as well as the Public Safety Fire and Communications contract.

Collaborate with other DPS colleagues on cross functional projects with budgetary impact.
Interpret, implement and ensure compliance with applicable regulations, policies and procedures; recommend and develop internal administrative policies and guidelines.

Review/approve complex financial transactions generated by BOM1 and other DPS personnel when necessary to ensure compliance with university "2-step" approval policy and other regulations.

Represent the organization's business operations and administrative affairs within the organization, and/or outside constituencies.

Human Resources Administrative Support Under the guidance of the HRD and/or the Department of Public Safety Manager of Business Operations (BOM3), oversee and process department payroll and related HR transactions.

Ensure calculations are in compliance with university policy and Stanford Deputy Sheriff's Collective Bargaining Unit Agreement as applicable.

Generate periodic reports on payroll and other HR data to monitor and ensure accuracy of employee pay and other information using university HR systems.

Disability and Leave Services, Risk Management/Worker's Compensation, Occupational Health, Payroll systems, Employee and Labor Relations, etc. Ensure compliance with applicable policies and documentation requirements, provide guidance to employees requesting assistance.

In collaboration with HRD and Business Operations Manager 1, process semi-monthly payroll for DPS employees, ensuring compliance with university policies.

Review entries for accuracy and compliance with SDSA collective bargaining agreement and university Administrative Guide.

Collaborate with university business partners in employee and labor relations as well as payroll and compensation to ensure compliance with SDSA agreement.

Maintain employee personnel files, leave files and other documentation as needed in accordance with university policy.

Front Office and Administrative Support Oversee and support the day to day operations of the DPS front office, including supervision and coordination of assigned front office personnel.

Oversee DPS front office operations including answering incoming calls, handling walk-in clients and email requests for support. Provide supervision, training, coaching and mentorship of staff as needed.

Maintain proficiency in all areas of front office support, including but not limited to:

providing high quality customer service routing calls and other incoming requests for assistance; providing appropriate response to support requests (parking issues, bike sale questions, police report requests, lost/found property inquiries, etc.); Assist with training new employees when applicable.

Ensure compliance with applicable university and law enforcement-related policies and procedures when responding to incoming calls and requests for DPS assistance.

Ensure minimum staffing needs are met for front office operations.
Coordinate prompt front office response during campus emergencies.

Provide support during all home football games, major events and campus emergency situations; weekend work and shift work may be required on short notice.

Bachelor's degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.

Ability to effectively manage concurrent requests with competing deadlines.
Advanced proficiency in business applications such as Microsoft Office suite (particularly Excel), Google Sheets, Oracle Business Intelligence, etc.

Advanced analytical skills in relation to complex financial functions; reconciliations and related analysis; short-range and long-range planning and analysis; performing root cause analysis, drawing conclusions, and proposing solutions.

Excellent planning and organizational skills.

Advanced professional communication skills, including the ability to prepare materials for and clearly and effectively communicate information to internal and external clients.

Manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organization's policies and procedures.

Knowledge of payroll and human resources processes and procedures in a unionized environment.
Ability to interpret complex policies and procedures.

Ability to absorb and synthesize information from a wide variety of sources in order to draw meaningful conclusions and make appropriate recommendations.

Serve as a mentor and resource for other personnel including training and reviewing the work of other staff as needed.

Regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

Rarely sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds. Occasionally work evenings and weekends; uses and promotes safe behaviors based on training and lessons learned.

Subject to and expected to comply with all applicable Department and University policies and procedures, including but not limited to the personnel policies and other policies found in the General Orders and the University's Administrative Guide.

The Cardinal at Work website () provides detailed information on Stanford's extensive range of benefits and rewards offered to employees.

Why Stanford is for You Imagine a world without search engines or social platforms. Supporting this mission is our diverse and dedicated 17,000 staff. 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.
We provide superb retirement plans, generous time-off, and family care resources.
Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities.

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.

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.

• 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.

Schedule:
Full-time