Research and Financial Administrator

Aug 03, 2017
Institution Type
Four-Year Institution

Stanford University

Research and Financial Administrator

Job Number:

Stanford University, Department of Medicine, Division of Biomedical Informatics Research is seeking a Research and Financial Administrator (Research Administrator 2 hybrid) to work under minimal supervision to manage the proposal preparation and financial activities on grants, contracts, program projects, and federal grants, both routine and complex. The incumbent will be responsible for writing content for grant proposals, progress reports, peer-reviewed publications. Additional duties will involve being the go-to person for any questions related to the program. The incumbent will plan program events, document complicated meetings, organize post-meeting tasks, manage production and content of program documents, tracks program activities, current and future project work plan research lab meetings, manages schedules (this includes setting meetings with multiple high-profile colleagues and collaborators with demanding schedules), and manages onboarding process for new staff.

About the research program: The research program develops methods to analyze large unstructured data sets for data-driven medicine. We use ontology based approaches to annotate, index and analyze Big Data in biomedicine for enabling data-driven decision making in medicine and health care. We have developed methods that transform unstructured patient notes into a de-identified, temporally ordered, patient-feature matrix.

Duties include:

  • Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; review documents for completeness and compliance.
  • Develop, prepare, and finalize project budgets, and provide budget justification.
  • Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
  • Collaborate with Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled; initiate cost transfers.
  • Review and approve expenditures, advise on post award spending and commitment activity, and oversee compliance related to fund and revenue.
  • Develop and communicate reports supporting project status; create effective forecasting and decision aides.
  • Participate in contract closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries.
  • Understand, apply, and advise on university and government policies for projects.
  • Serve as a resource on subject area and overall technical resource to principal investigator and other university staff.
  • Participate in and contribute to process improvements. Lead other staff in group projects.
  • May participate as a mentor and provide cross-training as needed.
  • Develop sophisticated science materials and writing/editing complex content (i.e. draft content for grant proposals, progress reports, peer-reviewed publications).
  • Perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

* - Other duties may also be assigned

Desired Qualifications:

  • Advanced oral, written, and analytical skills, exhibiting fluency in area of specialization.
  • Writing experience (grant proposals, publications).
  • Bioinformatics knowledge and experience.

Education & Experience (Required):

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

Knowledge, Skills and Abilities (Required):

  • Basic knowledge of governmental regulations.
  • Ability to understand, interpret, and communicate 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.
  • Ability to complete Cardinal Curriculum I and II within first year in role.
  • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
  • Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
  • Competency in project management.
  • Extreme attention to detail.
  • Ability to work well independently, but also to seek or offer assistance when needed.
  • 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.

Certifications & Licenses:

  • Cardinal Curriculum I and II must be completed to remain in this position.
  • Certified Accountant or Auditor or similar credential desired.

Physical Requirements*:

  • 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.

Work Standards:

  • 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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