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Operations and Finance Administrator (Hybrid Opportunity)

Job Description

Operations and Finance Administrator (Hybrid Opportunity)
Stanford Impact Labs


The world’s biggest social problems are complex, multi-faceted, and pervasive. No academic center, company, or organization can solve systemic issues – such as economic inequality, inequitable access to health care and education, and racial discrimination – alone. We need leaders with different skills and experiences to come together to generate fresh insights, evidence, and action to make progress.

 Stanford Impact Labs (SIL) is a major initiative at Stanford University that invests in teams of researchers and practitioners from government, business, nonprofit organizations, and philanthropy. These teams, or impact labs, work together on social problems they choose and where practical progress is possible. With our support, they rapidly develop, test, and scale new solutions to social problems that affect millions of people worldwide. We also provide training and professional support for students, academics, and impact lab partners to support public impact scholarship and partnership. Learn more at our work and impact at https://impact.stanford.edu/ .

Please apply to this position via the Stanford Career Portal https://careersearch.stanford.edu/. with your resume and cover letter.


Stanford Impact Labs is seeking a Finance & People Operations Administrator to support the design and execution of people, administrative and financial practices to help our startup team and culture thrive within the administrative demands of a 138-year-old institution. The People, Operations & Finance Administrator will support the Director of Finance & Administration at a unique time of dramatic growth in the organization, with a team and operating budget that has doubled over the past 12 months. They will manage resources, processes, and priorities across 3 major portfolios:

Finance Operations

  • Support the Director of Finance & Administration in managing budget the model for $15m organization-wide budget, including updating, improving, forecasting scenarios based on it
  • Run, analyze, consolidate, and reconcile financial reports from multiple reporting systems and databases. Identify opportunities and implement practices for innovation, improvement, and efficiency in financial reporting and budget management.
  • Process and approve financial transactions in adherence to university and department policies and guidelines. 
  • Develop and facilitate onboarding/training for team members on budgeting, budget reviews, submitting transactions for reimbursement, financial reporting and other administrative processes.

People Operations

  • Support hiring managers to attract, recruit and onboard new team members, centering diversity and equity. This includes developing and executing on recruitment and outreach plans, advertising the position through traditional channels, and providing input into the strengths of candidate pools.
  • Lead the administration of hiring processes, including scheduling screening interviews and competency assessments, interfacing with University HR on job classifications and compensation approvals, reference checking, etc.
  • Support the documentation for academic and staff appointments/reappointments and student/postdoctoral appointments, including visa processing.
  • Assist in onboarding and offboarding employees.
  • Support the Director of People, Finance, and Administration in strengthening team culture & employee engagement, professional development, and performance management (including performance review, salary/bonus planning processes).
  • Interpret, adapt, and provide advice on people policies, processes, procedures, and issues. Resolve issues as appropriate and make recommendations to the director to resolve more complex issues (e.g., compensation, vacation, sick leave, miscellaneous authorized absences, etc.).
  • Maintain other miscellaneous people-related systems such as staff directories, listservs, distribution lists, Stanford ID cards, etc.) to ensure compliance with the University’s policies while advancing progress on Stanford Impact Labs’ priorities.

General Administrative Operations

  • Coordinate projects and events related to people, finance and general administration (e.g. annual team retreats, monthly culture/engagement “team time”) including theorganization, scheduling, budgeting, and implementation.
  • Coordinate space management and planning activities including: analyzing and coordinating office moves for minimal disruption; optimizing workspace allocation and utilization; providing input into facilities renewal model; and capital plan implementation (e.g coordinating SIL's move into the new data science building, assist with furniture selections, and space planning and design).


Education & Experience:

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

  • Prior work experience at Stanford University, Stanford Healthcare and/or in higher education is preferred but what is more important is your willingness and ability to learn new tools and systems quickly!

Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.


The ideal candidate possesses a passion for making meaningful change, building and improving processes to make coworkers and partners’ experiences more efficient and seamless, and is ready to work in an openly collaborative work environment. No candidate will meet every requirement. If you may be a good fit, we encourage you to apply.


  • You are familiar with Stanford’s financial and administrative systems, including Oracle Business Intelligence (OBI), PeopleSoft, labor schedules, labor distribution adjustments, Taleo and other hiring and appointment processes and webforms, space oversight databases, and more. Even if you are not familiar, a willingness and ability to learn these systems quickly is even more important
  • You are an experienced self-starter. You have a history of identifying problems and barriers to successful work, and you take initiative to propose solutions. Your solutions are practical, and you plan for execution. You seek input into your own ideas, rather than instructions from others. 
  • You are a creative and collaborative problem solver. You have a track record of analyzing problems, extracting insights from different types of data, identifying and structuring key issues, and simplifying the approach to solving them. You use data to make decisions and are comfortable defining and testing your hypotheses around any topic, especially people operations and financial management. You are keen to try ambitious ideas to design and improve systems and processes that affect our team, our partners, vendors and other stakeholders.
  • You are versatile and are willing to roll up your sleeves. You love wearing multiple hats and the thought of switching from reconciling budgets to planning a TGIF event to processing reimbursements (all before lunch time!) excites you. You are able to strategize and execute, and you are excited to execute on the finicky details in line with our “no task too small” culture. You care about the little things without losing sight of the big picture. .
  • You are a collaborative and inclusive teammate. You have experience building trust-based relationships and partnerships to deliver shared goals. You have a track record of teamwork and leadership, especially across different ways of working. You have experience reconciling multiple, diverse viewpoints to negotiate across internal and external stakeholders. You take ownership over multiple work streams, and demonstrate comfort amid ambiguity, proactivity, dependability, and a strong work ethic.
  • You are flexible and committed to learning. You have a track record of seeking and learning from feedback. You can quickly pivot based on operational needs, and have demonstrated a growth mindset and comfort with change. You love improving processes and are comfortable and confident learning new tools, processes and ways of working. You are excited to learn and grow in the entire portfolio of people, finance, and administration, even as you deepen your existing core areas of interest/experience/specialization.
  • You are an effective communicator. You have experience communicating in writing, documenting complicated processes in ways non-experts can understand, and clearly explaining the reason behind any changes to policy of procedure. You are capable of communicating effectively and compassionately both verbally and in writing to understand and advocate for competing needs, inquire about workarounds, and influence and persuade people.


We view this as a multi-year position, beginning with a two-year fixed-term, after which time there will be an opportunity to extend the position.

The expected pay range for this position is $84,000 to $95,000 per annum.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

Stanford Impact Labs is an equal opportunity organization working to address some of the world’s most challenging social problems. To that end, we particularly encourage people with lived experience of those social problems to apply for open positions.


Please submit a resume and cover letter through Stanford’s online jobs portal. Please include in your cover letter, your 1-2 most burning questions about this role. https://careersearch.stanford.edu/

Learn more about Stanford Impact Labs at impact.stanford.edu

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