Gift Securities Operations Associate

**Please note that this is an 18-month fixed-term position

Gift Securities 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.

• 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.

Responsibilities

Core Duties:

• Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance.

• Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items.

• Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.

• Resolve transactional inquiries, escalate broader issues.

• Respond to transactional inquiries from client groups.

• May be responsible for p-card administration, processing, travel cards and expendable reimbursements.

• May establish accounts in financial systems; prepare invoices.

• Participate in new initiatives, as needed such as user testing.

• Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.

Minimum Education and Experience

High School diploma or equivalent and two years’ work experience.

Knowledge, Skills and Abilities:

• Knowledge of basic accounting procedures.

• Ability to operate computerized office applications and accounting systems.

• Ability to clearly and effectively communicate information to internal audiences and client groups.

About Us

At Stanford, every employee plays a part in our mission for a better tomorrow—from researchers to operations and from food services to educators. Join our team to work towards a future you believe in.

The job duties listed are typical examples of work performed by positions in this job classifications 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 help ticket.

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. See Admin Guide 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affirmative Action Policy; Know Your Rights: Workplace Discrimination is Illegal.