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.