Gift Securities Operations Associate

OVERVIEW

This is a 1 year fixed term position at 80% FTE.

The expected pay range for this position is $28.79 to $37 per hour. Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

Stanford University seeks people committed to excellence and to improving our world and, in turn, is dedicated to supporting its employees as they develop their careers and enrich their lives.

Stanford's Business Affairs provides administrative policies, infrastructure, systems, services, and support for the benefit of the university community.

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.

JOB PURPOSE

Gift Securities Operations Assistant reports to the Director of Gift Securities in the Controller's Office within Financial Management Services, Business Affairs. The Gift Securities team is responsible for facilitating the transfer of all gifts of appreciated securities to the university as well as managing the valuations, liquidations and collections processes for each gift. The Gift Securities Operations is integral in supporting the day-to-day operations of tracking all the details of each gift and preparing it for processing.

This position is open to both internal and external candidates. In keeping with our commitment to employee development, current employees who meet the position requirements will be given preference in the selection process.

CORE DUTIES

• Serve as the primary owner of data integrity for the GSO team, managing the gift securities database (GRASP) to ensure accuracy for new gifts, dates of gift, and all related documentation, including the distribution of auto-generated 'received' emails.
• Conduct daily reconciliation of the Dreyfus gift report, matching donors in GRASP, verifying record details, and initiating research on any unidentified items.
• Execute the daily upload of stock gift data from our custodian bank (the Daily Gift Index), meticulously resolving all discrepancies to ensure gifts are valued correctly and on time.
• Proactively monitor non-Dreyfus online brokerage accounts for all financial activity, immediately notifying the team of new or cash gifts.
• Oversee and maintain all critical operational logs (e.g., daily online gift checks, received checks, certificates, vault items), preparing items for secure shipment and ensuring confirmed delivery.
• Manage the team's administrative hub, performing tasks including mail management, maintaining the team calendar, preparing meeting agendas, and managing the physical and electronic filing systems.
• Take ownership of creating, updating, and maintaining our Standard Operating Procedures (SOPs) to ensure processes are always current and accurate.
• Champion the annual calendar year-end process by preparing, distributing, and archiving resource materials.
• Assist in the training of new and seasonal staff, leveraging your expertise in our core procedures.
• Provide other back up, support or resource assistance as needed for the GSO team or other areas within the Partner Relations and Programs department.

Note: Not all unique aspects of the job are covered by this job description

MINIMUM REQUIREMENTS

Education & Experience:

• High School diploma or equivalent and two years' work experience.

Knowledge, Skills and Abilities:

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• General knowledge of securities terminology.
• Proficient in MS Word, Outlook and Excel.
• Excellent written and verbal communication and interpersonal skills.
• Must be detailed oriented and highly organized.
• Proven ability to prioritize and thrive in a deadline-sensitive, customer-service oriented environment.
• Ability to take initiative, follow through, and take ownership of his/her work.
• Exhibit high degree of professionalism and integrity, maintain confidential information
• Ability and willingness to learn new skills, and procedural and computer systems.
• Excellent judgment, high integrity and personal values consistent with the principles articulated by Financial Management Services and Stanford University.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*

• 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.

* - 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.

WORKING CONDITIONS:

• May work extended hours during peak business cycles.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

WHY STANFORD IS FOR YOU

Stanford University has revolutionized the way we live and how it enriches 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!
• Redwood City. Our new Stanford Redwood City campus, which opened in 2019, is the workplace for approximately 2,700 staff, including FMS, whose jobs are important to supporting the university's mission. The campus will offer amenities such as onsite cafes and a dining pavilion, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families.

*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. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.*

*Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form. *

*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

• Schedule: Part-time
• Job Code: 4437
• Employee Status: Fixed-Term
• Grade: E
• Requisition ID: 109143
• Work Arrangement : Hybrid Eligible