Program Finance Coordinator Position

Financial Transaction Processing & Administration

• Process contracts, purchase orders, invoices, and other procurement-related transactions through applicable Stanford systems, including iProcurement.
• Process team and activity expense requests, reimbursements, and mileage reimbursements in accordance with Stanford policies.
• Review and verify Procurement-card and Travel-card transactions and supporting documentation.
• Process STAP (Staff Training Assistance Program) requests and related transactions.
• Coordinate honoraria payments, including processing through Candex.
• Create and manage Cardinal Pay links and related payment transactions.
• Process registration fee refunds, cancellation fee transactions, and external funding refunds.
• Triage financial transaction questions received through the CME inbox and coordinate resolution with appropriate internal partners.

Financial Tracking & Documentation

• Maintain accurate and up-to-date financial records for CME activities and administrative operations.
• Track financial transactions, expenditures, payments, reimbursements, refunds, and receipts across multiple concurrent activities.
• Maintain and update activity financial forms and supporting documentation.
• Prepare reconciliation documentation and financial reports for internal tracking and review.
• Maintain organized, audit-ready financial documentation and shared files.

Procurement, Vendor & Payment Support

• Support vendor onboarding and maintain required vendor and payment documentation.
• Coordinate procurement and payment processes for goods and services, including purchase orders, invoices, and honoraria.
• Follow up with vendors, CME team members, and internal partners regarding outstanding documentation, payments, or transaction issues.
• Support the team with financial processes, requirements, and applicable Stanford systems.

Compliance & Process Management

• Ensure financial transactions and documentation align with Stanford policies and applicable continuing education requirements.
• Follow established financial workflows, controls, checklists, and documentation standards.
• Maintain appropriate supporting documentation for financial transactions, reconciliation, and audit purposes.
• Identify financial processing or reconciliation issues and escalate or coordinate resolution as appropriate.
• Participate in the development and improvement of financial workflows, procedures, tracking tools, and documentation standards.
• Other duties may also be assigned.

• Strong attention to detail and commitment to financial accuracy.
• Experience managing multiple concurrent deadlines, financial transactions, and complex information.
• Ability to process and track invoices, payments, reimbursements, refunds, and other financial transactions.
• Excellent time management, organization, communication, and follow-up skills.
• Proven ability to work independently while supporting a collaborative, team-based environment.
• Ability to identify, research, and appropriately escalate financial discrepancies or compliance concerns.
• Proficiency in Microsoft Excel or Google Sheets.
• Ability to learn and navigate financial, procurement, payment, and activity management systems.
• Ability to maintain accurate, organized, and audit-ready financial documentation.

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field with at least one year of relevant experience, or an equivalent combination of education and experience.
• Familiarity with academic, healthcare, or medical education financial operations.
• Experience with financial reconciliation, journal entry processing, procurement, accounts payable, reimbursements, or event finance workflows.
• Experience working with institutional financial systems and processes.