Director Of Travel And Business Expense

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:
Travel and Business Expense management are functions within the university's Procurement department in Financial Management Services (FMS). Procurement's strategy looks to transform operations from the historical goal of transaction management to instead position ourselves as a value-added trusted advisor that enable our faculty, staff and students to accomplish university goals. Deployment of advanced auditing and booking channel tools has resulted in a significant reduction in manual interventions, and has also allowed the use of more proactive data analytics, detective controls, and post-transaction monitoring.
The Director is responsible for functions supporting over $90 million in travel bookings and $200 million in Stanford's annual business expense reimbursements (ERS) and non-PO payments (PRS). Reporting to the Assistant Vice President of Procurement, the Director of Travel and Business Expense must be a highly motivated leader that provides strategic direction to day-to-day operations and ensures compliance with university policy and procedures, as well as applicable regulations. The Director plays a key role in Procurement's strategic initiatives, including to continuously improve processes and technologies that allow for administrative enablement while balancing risk and compliance.
This position partners with senior business managers within and outside FMS, including the Controller's Office, Financial Risk Management, Office of Research Administration, Office of Risk and Compliance, and University IT, among others, as well as with university schools and business units. The director collaborates with these stakeholders in the development of university-wide policies that maintains appropriate controls to steward university resources. Finally, the Director will partner with senior leadership within Procurement to ensure a successful operational environment, a campus first mentality, streamlined product and systems development, and a data driven approach to management and decision making.
CORE DUTIES*: Collaborate with university senior business managers, internal and external stakeholders to formulate, review and/or amend policies and administrative guidelinesLead large-scale transformation initiatives related to travel and business expense operations focused on delivering strategic, operational, technical, and/or product development change, enhancements, continuous business process improvement and re-engineering, performance improvement, and new product developmentEnsure accurate and timely business expense transaction review in the fastest and most efficient way possible. Be the first in line to consult with business units on reimbursement exceptions.Conduct benchmarking, trending, data mining and data analytics and make recommendations for continuous improvementsPerform business and systems analysis activities through the project lifecycle including scope definition, business case development, requirements gathering, functional and technical design, vendor assessment, test script development, training strategy and implementation, and deployment and implementation assistanceTriage issues and remove obstacles to progress through cross-functional collaboration. Identify process risks/failure modes as well as appropriate controls needed* - Other duties may also be assignedMINIMUM REQUIREMENTS: Education & Experience:
Bachelor's degree and seven years of relevant experience in administrative and financial management, or combination of education and relevant experience. MBA or other advanced degree preferred.
Knowledge, Skills and Abilities: Experience leading strategic initiatives to success by forging strong cross-functional relationships, influencing with and without authority, prioritizing and communicating effectively, and devising creative solutions to strategic problemsExperience in partner management and negotiation, a track record of influencing and managing change in organizations, and the ability to synthesize and execute against problems and timeliness.Strong knowledge of the travel, payment and expense ecosystemExcellent ERP systems skills and knowledge.Strong understanding of compliance and internal controls.Proven track record of building and scaling teams.Advanced analytical and problem solving skillsSubject matter expertise for area(s) of responsibility.Ability to maintain focus, successfully execute against plans, and bring closure to activities, tasks and projects.Excellent relationship management abilities; the ability reach consensusCertifications and Licenses:
None required.
PHYSICAL REQUIREMENTS: Constantly perform desk-based computer tasks.Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.Occasionally write by hand, twist, bend, stoop and squat.Rarely stand, walk, reach or work above shoulders and use a telephone.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 learnedSubject 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.The expected pay range for this position is $198,098 to $225,000 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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
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.

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