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Research Administrator 3

Company: Stanford Medicine
Location: Santa Clara
Posted on: January 12, 2022

Job Description:

This position is based on the Stanford campus and hybrid (working on-site and working from home) which is subject to operational needs.

The Stanford Department of Pediatrics is committed to advancing the health of infants, children, and adolescents through innovative medical care, research, education, training, and advocacy. The Department currently has about 150 faculty with active awards, -90 research postdocs, -110 clinical/research fellows, -525 active external awards, -$60M of externally funded research, and -$51M of internally/gift funded research. We are seeking a Research Administrator 3 (RA3) to join our dynamic Office of Pediatric Research Development ( ) and manage the proposal preparation activities for a large volume and diverse set of complex, federal and non-federal sponsored research projects, involving multiple sub-awards, principal investigators, and/or cross-school initiatives.

Specifically, this RA3 will:

(1) Oversee pre-award research administration processes for junior faculty, we currently have 19 assistant faculty (UTL, UML, NTRL) and faculty new to Stanford that are submitting grants;

(2) Manage proposal preparation activities for complex proposals, e.g., large program projects and training grants;

(3) Provide training and mentorship to research administrator during on-boarding as well as on-going training;

(4) Collaborate with research administrators in the department to form a community of practice for peer mentorship and training.

Duties include:

  • Prepare complex proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; resolve issues relating to proposal preparation and submittal process.
  • Develop, prepare, revise, and finalize project budgets, and provide budget justification; obtain cost sharing commitment and support. Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries; advise of new regulations.
  • Develop and communicate reports supporting project status, such as using project management tools like Smartsheets; create timelines & checklists for project management.
  • Develop or contribute to outreach strategy related to program communications, development, partnerships, and funding
  • Interpret complex university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) for project and university personnel and help guide other staff in interpreting complex policies.
  • Collect and input trainee and mentor data, such as research outputs (grants, publications, etc.) into Xtract for training grants, e.g., NIH's T32s
  • Identify and implement process improvements. Participate in and lead cross campus projects. Train and advise on issues requiring specific technical expertise.
  • Oversee and review work of other staff. May supervise, train and mentor other staff. Develop a community of practice for research administrators within the Department to share best practices and network.
  • Serve as a resource on subject area, e.g., pre-award processes, to principal investigator staff.
  • Manage creation and updating of department-focused research administration websites
    * - Other duties may also be assigned

    • Expert knowledge of research administration, especially pre-award, processes
    • Collaborative with strong interpersonal skills

      Bachelor's degree and five years of job related experience, or combination of education and experience.

      • Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133, CAS).
      • Knowledge and ability to understand, interpret, and communicate university policies and procedures.
      • Excellent oral, written, and communication skills.
      • Excellent analytical skills; demonstrated proficiency in Excel and web-based tools.
      • Strong accounting skills; knowledge of accounting principles.
      • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
      • Strong knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
      • Expert in project management, including managing international collaborations and complex multi-sub award contracts.
      • Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants, along with the circumstances appropriate for each type of position.
      • Extreme attention to detail.
      • Ability to review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project.
      • Excellent time management and organizational skills.
        • Cardinal Curriculum I and II must be completed to remain in this position.
        • Certified Accountant or Auditor, MBA, project management certification, or similar credential desired.
          • Frequently sit, grasp lightly, use fine manipulation and perform desk-based computer tasks, lift, carry, push and pull objects weighing up to ten pounds.
          • Occasionally stand, walk, grasp forcefully, use a telephone, write by hand and sort and file paperwork or parts.
          • Rarely lift, carry, push and pull objects weighing 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.

            Additional PHYSICAL REQUIREMENTS:


            Additional WORKING CONDITIONS:

            Additional Information
            • Schedule: Full-time
            • Job Code: 4483
            • Employee Status: Regular
            • Pay Grade: I
            • Department URL:
            • Requisition ID: 91547 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit

Keywords: Stanford Medicine, Santa Clara , Research Administrator 3, Accounting, Auditing , Santa Clara, California

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