Reporting & Budget Administrator

Main Work Location: Historic Stanford Campus

Work Arrangement: Hybrid (days as assigned by manager)

Budgeted Salary Range: The expected pay range for this position is $48.36 to $62.71 per hour

To be considered, please include a cover letter and resume in your online application.

Department Summary

Faculty Staff Housing (FSH) is a small, high-impact unit within the Office of the Vice Provost for Faculty Advancement. FSH administers Stanford’s housing programs, which provide eligible faculty and executive staff with favorable loan products and lower-cost ownership options, and provide Stanford affiliates with rental apartments and homes at rents below the surrounding market. The unit also advises existing homeowners on Stanford land regarding the sale or physical improvement of their homes. Bay Area housing costs are high, and these programs are central to how Stanford recruits and retains top talent.

Position Summary

The Reporting & Budget Administrator is a member of the FSH Rental Communities Office, reporting to the Associate Director of Rental Communities Asset Management. The Rental Communities team is primarily responsible for managing over 2,000 rental units located in seven distinct communities both on-campus and off-campus. The rental housing programs are comprised of residential leases of apartments, condominiums, and single-family homes. The team is responsible for the development and management of rental eligibility, third-party property managers, community programming, capital improvements, and financial reporting, and for aiding with other rental resources in the cities surrounding Stanford University.

The Reporting & Budget Administrator’s responsibilities are focused on liaising with the portfolio of Stanford rental properties to accurately review, record, and report income and expense at each property. The position also assists the Property Managers with completing annual FSH accounting and budget cycle activities, administers the monthly journals for each community, and reviews and audits the weekly, monthly, quarterly, and annual reports submitted by each community. The position provides financial analysis, forecasts, and recommendations to FSH, and serves as a representative of the FSH Office and a subject matter expert for rental-related financial, policy, procedural, and technical issues. The ideal candidate has a passion for customer service and is a proactive, dependable self-starter with strong interpersonal and communication skills. This position manages a wide variety of tasks in a fast-paced academic environment, requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making.

In addition to the minimum requirements, the following skills and experience are preferred:

• Understanding of and ability to apply basic accounting principles, including journal entries, reconciliations, and variance analysis.
• Demonstrated experience with property management accounting or financial reporting systems, such as Yardi, RealPage, or comparable platforms.
• Experience supporting an annual budget cycle, including forecasting and preparation of periodic financial reports.
• Advanced proficiency in business applications such as the Microsoft Office suite, particularly Excel.
• Strong customer service orientation, with the ability to work effectively with residents, property managers, and internal partners.
• Strong communication skills, including the ability to prepare materials for and clearly convey financial information to internal and external audiences.

Scope of this position within the job profile

The core duties listed below describe the Real Estate Services Associate 1 job profile as it applies across Stanford real estate functions. For this position, the expected majority of responsibilities are financial reporting, monthly journal administration, support of the annual accounting and budget cycle, and review and audit of the periodic reports submitted by each rental community, together with the related analysis, forecasting, and documentation.

Certain core duties in the profile represent a minority of this position’s responsibilities, less than 30 percent, and in some cases are performed by other FSH staff or by third-party property managers. These include lease assignment and sublease processing, collaboration with legal counsel on lease policy, transaction due diligence and closings, and vendor engagement and resource commitment. Profile references to commercial assets and to Stanford Real Estate reflect the broader job family; FSH’s portfolio is residential. These distinctions will be reviewed in detail with candidates during the interview process.

Note on certifications: the notary certification listed in the job profile is a requirement of the profile generally and does not apply to this position.

Core Duties:

• Design, evaluate, and implement specific day-to-day activities for a commercial SRE unit under general supervision.

• Analyze, coordinate, and perform SRE portfolio-related tasks for all commercial assets. Represent the function on behalf of SRE and act as primary contact.

• Administer functional SRE programs, lease contract compliance and/or property-related encumbrances, working as liaison to correspond with tenants, lessees, and customers. Handle ongoing requests for lease assignments, sublease approvals, and other lease issues from initial inquiry to completion.

• Collaborate with internal and external legal counsel to ensure the standardized implementation of lease policies and procedures.

• Research, implement, and perform best practices related to asset services, determine commercially reasonable and market-based positions, ensure a high-quality customer experience, and deliver communications with professionalism, judgment, and discretion.

• Manage due diligence activities, disclosures, and transaction closings. Responsible for organizing, auditing, preparing, and transferring all asset-related files in adherence to established policies and contract obligations.

• Manage all aspects of real property taxation, including payment of tax bills; assemble information necessary for filing annual college exemption forms under general supervision. Ensure accurate filing and historical record-keeping of tax-related documents.

• Compose and draft documents, reports, and presentations. Analyze and review material and synthesize pertinent information. Create, maintain, and ensure accuracy of content in presentations, collateral materials, social media, and websites.

• Hire and oversee vendors, assign and commit resources to SRE projects.

Minimum Education:

Bachelor’s degree in business administration or related discipline, or an equivalent combination of technical education, training, and experience.

Minimum Experience:

Three years of related, progressively responsible experience.

Knowledge, Skills and Abilities:

• Demonstrated ability to prioritize own work and multi-task.

• Demonstrated excellent organizational skills.

• Demonstrated ability to take initiative and ownership of projects.

• Ability to communicate effectively both orally and in writing.

• Ability to independently exercise sound judgment in making decisions.

• Demonstrated experience working independently and as part of a team.

• Relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiring supervision.

Certificates and Licenses Required

Notary required