School/Unit Description: Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives.
The WorkLife Office (WLO), a part of University Human Resources at Stanford University, supports the University's academic mission through innovative programs and services to assist faculty, staff, postdoctoral fellows, and students in navigating the competing demands of their work, study, personal and family lives. The WorkLife Office is responsible for serving as the university's author and steward of its dependent care strategy which stands out among Stanford's higher-education peers as a comprehensive and forward-thinking set of programs and services.
Position Summary: As the Financial Assistance Program Specialist, you will have demonstrated experience in project management and coordination skills including the ability to manage and prioritize the resources and tasks required to support simultaneous deliverables and delivery dates. You will provide general administrative support to the WorkLife Office leadership and provide program coordination for the various financial assistance programs delivered to the university community. These include the Faculty Child Care Assistance Program, Child Care Subsidy Grant, Adoption Assistance and Travel Grant programs. If you are someone who is highly organized, detail-oriented and a strong problem-solver, this position will both excite and challenge you.
Your responsibilities will include:
Administer day-to-day activities of the WLO Financial Assistance Programs under the strategic guidance of WLO leadership.
Act as key contact and resource for program users and various UHR delivery partners. Thoughtfully work with customers/clients to address their questions throughout the process.
Work independently on the program timelines, client relationships, customers, reports, application processing, and claim escalations.
Process program applications which includes careful analysis and determination of client eligibility using policy guidelines, review highly confidential and sensitive client financial information, review and process claims for payment, regularly audit processes to revise and improve for greater efficiency, document processes for cross-training, manage the storage and relevant destruction of program files.
In consultation with WLO leadership, make decisions to approve/disapprove claims and escalate issues to leadership for timely resolution. Represent decisions professionally and thoughtfully to clients while adhering to policy guidelines and leadership decisions.
Under the guidance of the WLO Portfolio Manager, collect, assemble and analyze data, create reports, review and explain trends, formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program.
Gather benchmarking trends to determine best practices and possible additions to policies. Apply findings to propose new processes and risk mitigation in order to strengthen overall financial assistance programs in partnership with the WLO Portfolio Manager.
Participate in development and oversight of budgets and monitor and approve expenditures for the WLO financial programs. As requested, provide forecasts, scenarios, and recommendations.
Serve as the front line for the WorkLife Office with clients seeking information, ensuring that tickets and requests for information are disseminated and followed up by appropriate WLO subject matter experts.
Attend relevant UHR meetings to ensure pertinent information and guidance is delivered back to the team.
Participate on UHR administrative team to support organization-wide events and initiatives.
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 events 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. Conduct invoice verifications, expense report preparation and tracking, and PO development and payment.
Create complex reports and spreadsheets which may utilize specialized software and systems.
When needed, will assist the Global HR unit with various monthly invoicing activities and paying of benefit invoices for an array benefit plans spread across numerous international locations.
* - Other duties may also be assigned
To be successful in this role, you will bring:
Bachelor's degree in human development, communications, or business administration desirable. Two years working in a role with direct customer interface with diverse family populations preferred; some HR experience desirable. Minimum high school diploma and four years of administrative experience, or combination of education and relevant experience.
Experience providing support and administration for financial assistance programs of any kind desirable.
Highly competent user of MS Office (Word, Excel, Outlook, PowerPoint).Comfort with data manipulation and analysis.
Demonstrated expertise with HR management systems such as PeopleSoft/Oracle, data base manipulation and Internet research.
Excellent customer service and interpersonal skills.
Strong verbal and written communication skills, including experience and comfort speaking to individuals, with the demonstrated ability to field questions and react quickly to the dynamics of the conversation.
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.
Ability to respond calmly and effectively to clients under pressure; ability to appropriately identify situations requiring referrals and intervention outside the scope of this role.
Ability to creatively seek out answers to questions, escalates concerns as warranted, and close the loop on outstanding items quickly and efficiently.
Must be a strong team player with the ability to establish effective working relationships with peers, subordinates and superiors through contributions in team settings, working groups and committees. Must adapt to shifting priorities.
Ability to work constructively and cooperatively with a wide variety of individuals including faculty, staff, and students, as well as children/families of varied and diverse backgrounds.
Ability to maintain confidentiality and integrity of all data and information and maintain professional boundaries with all constituencies.
Understanding of how to maintain equity of programs while appropriately addressing individual situations during the application process.
Ability to constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. 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.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more
Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.
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.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Additional Information
Location: Human Resources Services, Redwood City, California, United States Schedule: Classification Level:
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.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.