Property Programs Manager

Stanford University

Stanford University is one of Silicon Valley’s largest employers – and one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At Stanford University, not only are you part of an exceptional team that values innovation and education, but you also become part of a culture that brings out the best in you. Stanford is committed to fostering a workplace culture that promotes diversity, collaboration, and professional growth. Our culture offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives.

Research—the creation of new knowledge—is key to Stanford’s educational mission. Stanford research has led to breakthrough remedies, devices, tools, and concepts, and hundreds of initiatives solely for the betterment of humanity. Among the inventions and discoveries that have resulted from Stanford research are MRI technology, DNA cloning, the Pill, heart transplantation, and digital music.

The premier function of the Office of Research Administration (ORA) is to provide an array of high-quality services and expertise to support the research mission and sponsored projects administration at Stanford University. ORA is composed of Cost and Management Analysis; Property Management Office; Research Administration Policy and Compliance; Sponsored Receivables Management; Client Advocacy and Education; Organizational Insights; and the Office of Sponsored Research.  ORA also provides oversight for the Stanford Electronic Research Administration (SeRA), eCertification, Clinical Research Invoicing System for Participants (CRISP), Electronic PI Lab Use Survey (ePLUS) systems. ORA manages the administrative processes related to a broad spectrum of research related agreements as well as the entire lifecycle of sponsored research from proposal submission and award negotiation through financial reporting and award closeout. ORA submits over 5,000 new proposals annually and manages more than 7,700 active sponsored projects with a total budget exceeding $1.82 billion.

The Property Management Office (PMO) is an integral part of the Office of Research Administration (ORA).  Through a network of approximately 300 personnel throughout the University, PMO ensures equipment is effectively managed from the time of acquisition through disposal.  PMO is responsible for the oversight, accounting, compliance, training, and implementation of policies and procedures to manage a $1.2 billion dollar infrastructure of moveable equipment used in support of the education and research mission of Stanford.

This is a hybrid position with up to three days onsite weekly.

THIS OPPORTUNITY:
As a member of the Campus Support Team in PMO, the Property Programs Manager (PPM) will report to the Assistant Director.  Under general supervision, they will regularly interact and collaborate with co-workers and represent PMO when providing guidance and direction, customer service, assistance, and leadership to Department Property Administrators (DPAs) from assigned departments throughout the University.  The PPM is also responsible for monitoring activity for transactions including the creation of equipment records and reconciliation of the associated physical inventory to ensure accuracy of records for equipment owned by, or otherwise accountable to Stanford University.

Key elements for success in this role include understanding acquisition, basic accounting, equipment life cycle management concepts, and regulatory compliance. Familiarity with the Stanford environment and culture is very helpful.  

CORE DUTIES*:

•    Provide guidance, direction, customer service and assistance relative to equipment accountability, management, and disposal.
•    Monitor property-related (equipment) activities and performance trends, in designated departments.
•    Collect, review, and analyze equipment acquisition data.
•    Formulate and evaluate alternative solutions and/or recommendations to facilitate the timely recording of equipment to achieve University compliance goals.
•    Analyze and interpret policies; help develop, revise, and implement procedures.
•    Represent PMO as a liaison and subject matter expert with campus personnel involved in the acquisition, use, and disposition of equipment.
•    Participate in outreach and property awareness activities.
•    May direct and/or supervise staff to perform defined tasks and assignments.
•    Addendum to Core Duties

o    Facilitate consistency and compliance to ensure current, accurate and complete equipment records.
o    Assist in defining and generating reports.
o    Participate in the creation and update of desk procedures and website content.
o    May participate in data quality control and self-assessment activities.

*Not all unique aspects of the job are covered by this job description; other duties may also be assigned.

MINIMUM REQUIREMENTS:

Minimum Education, Experience, and Certifications:

•    Bachelor’s degree in business or accounting and three years of relevant experience, or a combination of education and relevant experience is required.
•    NPMA Property Management Specialist or Administrator Certification is encouraged and may be pursued after hire.

Knowledge, Skills, and Abilities:

•    Demonstrated ability to deliver complete and accurate work.
•    Excellent organizational skills and ability to effectively prioritize own work and multi-task.
•    Demonstrated ability to take initiative and ownership of projects.
•    Ability to communicate effectively both orally and in writing.
•    Ability to exercise sound judgment routinely and independently in making decisions.
•    Ability to address and resolve situations with tact and diplomacy.
•    Demonstrated experience working independently and/or as part of a team.
•    Relevant subject matter knowledge.
•    Ability to direct the work of others, for jobs requiring supervision.
•    Preferred qualifications include:

o    Intermediate level accounting knowledge.
o    Proficient computer skills and demonstrated experience with administrative software with emphasis on Excel.
o    Understanding of best practices associated with equipment life cycle management.
o    Ability to understand and apply policy, basic accounting principles, as well as government regulations and guidelines including FAR 52.245-1 and OMB CFR 200 (Uniform Guidance).
o    Familiarity with asset (equipment) management software and Oracle Financials.

PHYSICAL REQUIREMENTS*:

•    Constantly perform desk-based computer tasks.
•    Frequently stand/walk, sitting, grasp lightly/fine manipulation.
•    Occasionally use a telephone.
•    Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

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.

WORKING CONDITIONS:

•    May occasionally work extended hours.

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 .

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.

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.

The expected pay range for this position is $64,480 to $115,000 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.

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