Job Purpose Working under minimal supervision, the incumbent will provide advanced, diversified coordination and support to the Department of Public Safety (DPS) with a focus on managing the schedules of a workforce that includes 60+ benefits eligible employees and 80+ casual / on-call employees who are tasked with providing safety and security on the Stanford campus 24 hours a day / 7 days a week, including providing security for over 300 events annually. This position will also perform moderately complex finance functions and/or activities related to budgeting and forecasting for the Special Events Unit. Work is performed autonomously, without specific instructions or prescribed procedures, requiring the ability to exercise discretion and judgment regarding matters of significance.
Position Description The Staffing Manager / Financial Analyst will be responsible for the effective allocation of department resources by maintaining the schedules for over 60 benefits eligible employees and over 80 casual employees [Special Events Patrol (SEP) and Armed Security Officers (ASO)] who work special events on campus, ensuring compliance with university guidelines and the collective bargaining unit agreement between the Deputy Sheriff's Association and Stanford University. This responsibility requires making fair, impartial and fiscally sound decisions. The Staffing Manager will process or approve payroll for casual employees, including web forms for pay adjustments, corrections and salary increases and monitor the annual hours worked by casual employees to ensure they remain below maximum limits.
In addition to determining how to assign personnel to effectively meet the demands of recurring and one-time security details associated with special events occurring on campus, the Staffing Coordinator will prepare cost estimates and event billings for the special events which utilize DPS security services. This responsibility will require the incumbent to collaborate with other members of the Special Events unit to develop and implement security plans for major events and dignitary visits. The incumbent will also be responsible for reviewing, analyzing and reporting on special event staffing operations including financial and scheduling data for use in budgetary analysis. The Staffing Coordinator will support major events by performing a variety of roles, as assigned.
The successful incumbent must be able to manage multiple priorities simultaneously and balance a demanding workload independently; anticipate future event staffing needs based on past events and other available information; develop tools and processes to review and analyze data related to the special events program in order to provide management with meaningful information to support programmatic operations and/or suggested program changes; and play a key role in proactively preparing for -- and participate in -- upcoming events by performing a variety of roles, depending on the type of assistance that is needed.
The Staffing Coordinator will work closely with the Special Event Patrol Program Manager -- whose responsibilities focus on casual employee hiring and retention, onboarding and training of casual employees - as well as other personnel in the Special Events Unit who perform other roles - such as the intake of events and devising operational plans.
The Staffing Coordinator plays a vital role in the department's emergency response and special events management efforts. The Staffing Coordinator will be provided with a department-issued cell phone and will be required to be available by phone during non-scheduled work hours in order to resolve critical issues with the special event program.
All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus. As such, all benefits-eligible DPS personnel are expected to respond to campus during a major emergency. Additionally, in conjunction with other DPS personnel, the Staffing Coordinator may be responsible for implementing ICS during large scale and/or high profile special events and critical incidents. Additionally, this position plays a key role in the special events response efforts. These responsibilities may require the incumbent to work nights and weekends, sometimes with little advanced notice
Essential Job Responsibilities Duties may include, but are not limited, to the following:
Scheduling and Staffing (50%)
Independently determine how to schedule SEPs and ASOs (casual employees) to provide security for special events taking place on campus. Collectively, Public Safety casual employees work approximately 30,000 hours or 4,700 shifts each year. This task requires the Staffing Manager to select personnel who are best suited to the specific assignments, balancing the security needs of the department and clients with the availability of on-call employees. This task requires thinking strategically when there are multiple events of varying duration's occurring on the same day.
Respond to short notice requests to find replacement personnel to work critical shifts and unplanned/emergency events in order to ensure staffing requirements are met. This responsibility requires the Coordinator to be readily and reliably available by phone during non-scheduled work hours.
Utilize a computer application, such as When to Work (W2W), to create schedules. Provide training to new employees on how to use their W2W accounts to ensure scheduling effectiveness (setting schedule preferences, accepting or declining shifts, etc.).
Maintain the department's master calendar (W2W) to ensure adequate staffing levels while also ensuring employees' assigned and worked schedules comply with the University's Administrative Guide and the Collective Bargaining Agreement (CBA), when applicable. This will include processing schedule adjustments in order to accommodate training, leave and time off requests, and special events. Collaborate with the personnel and training program manager to ensure the master calendar/schedule accurately reflects scheduled training and travel.
In collaboration with Public Safety Business Operations Manager (s), guide supervisors and members of the Special Events unit in the interpretation and implementation of human resources policies, procedures and programs including overtime management, meal and rest break issues, shift scheduling/turnaround time and other areas. Follow up appropriately concerning any missed meal breaks or other compliance concerns to ensure compliance with future assignments.
Prepare annual vacation selection sign ups for sworn and other regular DPS employees; manage the annual vacation selection process in accordance with department practice and CBA as appropriate.
Incorporate evaluative feedback on individual employee performance as provided by other members of the Special Events unit, Civilian Supervisors, clients and other field personnel into future scheduling assignments. Maintain accurate employee information in the scheduling application in order to facilitate scheduling efficiently. Document attendance concerns, drafting recommended follow up communications as appropriate.
Process bi-monthly payroll for casual employees including special position premiums where warranted; ensure that hours worked are charged to the appropriate PTA as determined by the specific assignments (field sites, parking enforcement, special event, etc.).
Special Events Accounting (40%)
Prepare cost estimates for recurring events and review for accuracy. Collaborate with other Events Unit personnel to ensure cost estimates for major events (football, Powwow, etc.) and dignitary events are prepared and include all personnel and security related services as needed. Properly apply student subsidy funds, pilot funds, and other sources of funding support that may cover a portion of the client costs.
Accurately process event billings after the event has completed in a timely manner in accordance with original cost estimate. Monitor utilization of student subsidy and pilot funds as well as incoming revenue supporting event security operations. Follow up with clients as appropriate to ensure timely payment for special event services.
Prepare detailed analysis of scheduling and financial information associated with the special events unit. This may include casual employee staffing analysis, revenue versus cost analysis, wage analyses to support proposed wage increases, etc.
Monitor the revenues and expenses associated with Special Events, analyze cost recovery information and report on the status of the Special Events budget. Prepare a detailed special events billing log to track special events billings and related special events data.
Prepare monthly reports documenting events, types of events and casual employee scheduling and assignment trends. Collaborate with the Business Operations Manager(s) during annual budget preparation to ensure accurate representation of special events staffing and financial information.
Review and monitor Pcard expenses related to special events unit; document and verify transactions according to university policy. Follow up with employees or appropriate supervisors when improper practices are discovered.
Communicate applicable financial policies and procedures to special event unit personnel; ensure accuracy, completeness, and timeliness for management financial processes and reports.
Additional Duties (10%)
Provide support to other departmental divisions when needed.
All members of the Stanford Department of Public Safety are considered essential or required University personnel and are expected to respond to campus during a major emergency to assist the department with the management and mitigation of the emergency.
Provide support during large scale special events as assigned.
Monitor a police radio during one's assigned shift and be alert to incidents which would require the issuance of a Timely Warning or Immediate Notification. Draft alert notices and determine, based upon the circumstances, if Command level approval is required before sending the message using the university's AlertSU system.
Other duties may also be assigned.
**Weekend work and shift work will be required, sometimes with little advanced notice, including 5-8 home football games each year. ** Minimum Education and Experience Required Bachelor's degree and three years of relevant experience, or a combination of education and relevant experience.
Minimum Knowledge, Skills and Abilities Required
Demonstrated ability to work in a fast-paced environment and complete work in a timely and accurate manner, coordinate multiple activities, meet deadlines, and work independently with a minimum of supervision; self-motivated with the ability to make improvements, enhance work habits and prioritize assignments, when necessary; and exercise independent judgment within general policy guidelines.
Demonstrated excellent organizational skills; ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact; attention to detail.
Ability to use sound judgment and independence in determining priorities.
Strong analytical skills to review and analyze and synthesize complex financial and scheduling information.
Intermediate proficiency in business applications, such as Microsoft Office; intermediate Excel skills; basic knowledge of accounting systems and the internet; computer literacy; understanding of and ability to apply accounting skills and concepts; ability to adapt to new technologies and processes.
Ability to draft professional e-mails, memos, business letters, and reports, and to clearly and effectively communicate information to internal audiences and client groups.
Ability to learn project management skills and to participate as part of a project team.
Recommend, assist, test, or implement process streamlining, system improvements or work flow changes
Flexibility, ability to take initiative and ownership of projects.
Ability to handle sensitive issues with tact and maintain confidentiality.
Ability to interact with a diverse group of people.
Friendly, engaging and courteous demeanor; excellent customer service and interpersonal skills.
Ability to direct the work of others.
Demonstrated ability to work independently as well as part of a team.
Desire to learn, accept and promote the Department's Core Values.
Familiarity with University policies and procedures, preferred.
Possess and maintain a valid CA driver's license.
Constantly perform desk-based computer tasks.
Frequently stand/walk, sit, grasp lightly/fine manipulation.
Possess and maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for extended periods of time, sometimes in inclement weather conditions, and operating assigned office equipment.
* 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.
Evening, weekend work and shift work will be required.
Ability to respond to schedule adjustments, sometimes with little advanced notice.
Willingness to carry a department issue communication device (mobile phone) and consistently answer calls.
Ability to respond to campus in a timely manner in the event of an emergency.
Interpersonal Skills: demonstrates this ability to work well with Stanford colleagues including senior staff members and clients and with external organizations.
Promote a culture of safety: demonstrates a commitment to personal responsibility and a 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 policies found in the University Administrative Guide, the department General Orders, and applicable department policies and procedures.
Applicant must pass a detailed police background investigation including a search of local, state, and national files for criminal history.
Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents, sometimes with little advance notice.
All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System.
Selection Process (specific order of the process is subject to change)
Personal History Questionnaire (PHQ)
Interview with Department personnel
Extensive police background investigation
Personal Interview with the Director of Public Safety
* Stanford Department of Public Safety does not pay the candidate for travel expenses associated with testing / interviewing, unless otherwise indicated by the department at the time of call for interview.
* Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. Additional Information
Location: Department of Public Safety, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.