Business Administration Specialist

Work Schedule: Hybrid work schedule.

Budgeted Salary Range: The expected pay range for this position is $40.09 to $40.87 per hour.

OVERVIEW

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.

The Administrative Associate 3 serves as a trusted executive partner, providing high-level administrative and operational support to up to three senior leaders within Financial Management Services (FMS). This role requires exceptional judgment, discretion, and the ability to manage competing priorities in a fast-paced environment supporting university financial operations.

Beyond traditional executive support, this position serves as a strategic thought partner by coordinating complex meetings, managing financial and operational processes, improving administrative workflows, and helping drive organizational effectiveness.

Desired Qualifications

• Bachelor''s degree or equivalent combination of education and experience.

• Experience supporting senior executives or executive leadership teams in a complex organization.

• Experience working within higher education, healthcare, finance, or another highly regulated environment.

• Experience coordinating complex calendars, executive meetings, and travel for multiple leaders simultaneously.

• Experience processing and reconciling financial transactions, including purchasing, expense reimbursements, procurement, and budget monitoring.

• Proficiency with Microsoft Office Suite, Google Workspace, and Stanford systems such as Oracle Financials, iProcurement, Expense Requests, PCard, and TCard (or comparable enterprise financial systems).

• Demonstrated ability to manage highly confidential information with professionalism and discretion.

• Interest in leveraging AI and emerging technologies to improve administrative processes, increase efficiency, and support operational excellence.

• Demonstrated initiative in process improvement, problem solving, and identifying opportunities to enhance team effectiveness.

• Interest in professional development and participation in university committees, administrative networks, or cross-functional initiatives such as the Stanford Administrative Champions.

Desired Knowledge, Skills, and Abilities

• Advanced proficiency with office productivity software, collaboration platforms, and enterprise business systems.

• Strong financial acumen with the ability to accurately process, reconcile, and monitor financial transactions while maintaining compliance with university policies and procedures.

• Exceptional organizational skills with the ability to manage multiple executives, competing priorities, and shifting deadlines with minimal supervision.

• Demonstrated ability to anticipate executive needs, proactively identify issues, and implement solutions before problems escalate.

• Excellent written and verbal communication skills, including drafting executive-level correspondence, presentations, and meeting materials.

• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, financial, and organizational information.

• Strong analytical and critical thinking skills with the ability to interpret information, identify trends, and recommend improvements.

• Proven ability to independently lead projects and successfully execute complex administrative and operational initiatives.

• Strong relationship-building skills with the ability to collaborate effectively across all organizational levels and with internal and external stakeholders.

• Adaptability and willingness to embrace new technologies, including AI-enabled tools, to improve efficiency and administrative effectiveness.

• Commitment to continuous learning and professional development while contributing to a collaborative and inclusive team culture.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.