Research Administrator 1/Administrative Associate 3

Stanford University

Research Administrator 1/Administrative Associate 3

Job Number:

The Department of Molecular and Cellular Physiology is seeking a Research Administrator 1/Administrative Associate 3 to provide administrative and operational support with limited supervision to a senior faculty member and his lab. This Administrator will report directly to the P.I. and the Department Associate Director of Finance and Administration.
This Administrator will manage the administration of grants, contracts, procurement, travel, reimbursements and assist with hiring of lab personnel and coordinate equipment maintenance, IT and inventory management for the lab as needed. This person will coordinate these activities with both the HHMI and Stanford SOM administrations and systems, and also provide support for the PI's academic center.
Duties include:
Management of Lab and Research Administrative Tasks:
  • On behalf of the faculty member, establish priorities, identify and resolve problems that are administrative in nature for the lab. Coordinate all lab administration, including working with the HHMI and Stanford administrations.
  • Handle all purchasing, and associated functions: Maintain orders and supplies for the lab. Reconcile purchase orders; use Oracle Financial systems to order, receive, and research problem orders for the lab.
  • Monitor post award spending and commitment activity. Review and certify monthly expenditure statements, and facilitate quarterly review with principal investigator. Act as Task Manager for all PI awards. Track supply expenditures for lab as a whole and specialized by project.
  • Participate in contract closeout process and audit inquiries; submit final reports and certificates.
  • Work with the lab manager to organize lab permits, lab equipment, IT needs and other operational compliance tasks to ensure smooth operation of the lab.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Handle post-doc and staff applications; organizes appropriate candidates for PI review. Schedule and organize visits.
  • Keep track of student, postdoc and other personnel appointments, coordinating visas and appointment paperwork with Post-Doc Coordinator/Student Services Officer.
Faculty Administrative Assistance Role:
  • Support of P.I.'s meetings, coordination of visitor schedules and management of travel appointments and other tasks as requested.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange and reimburse travel in compliance with unit, university, and sponsor policies.
  • Assist PI with grant progress reports, and preparation of proposals as requested. .Serve as liaison and active partner between principal investigator, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
  • Maintain web site for lab and for academic center.
  • Work with PI on correspondence, progress reports and information related to fundraising, events or other activities of the Academic Center.
* - Other duties may also be assigned EDUCATION & EXPERIENCE (REQUIRED):
Bachelor's degree and one year of job related experience, or combination of education and experience.

  • Ability to learn and stay updated about university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) to properly administer sponsored projects.
  • Demonstrated understanding of terminology, such as compliance, title, sub-contractor, consultant, audit, and accounting review.
  • Willingness and ability to understand and interpret university policies and procedures.
  • Excellent oral, written, and verbal communication skills.
  • Excellent analytical skills; demonstrated expertise in Excel and web-based tools.
  • Strong accounting skills; knowledge of basic accounting principles.
  • Ability to complete Cardinal Curriculum I and II while in position.
  • Extreme attention to detail.
  • Ability to work well independently, but also to seek assistance when needed.
  • Excellent time management and organizational skills.

Cardinal Curriculum I and II must be completed to remain in this position.

  • 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.

  • 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,

Job: Finance

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

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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