Research Administrator 4 - Team Lead

Stanford University

Research Administrator 4 - Team Lead

Job Number:

Team Lead, Classification J, 100% FTE, Exempt

School of Engineering, Engineering Research Administration (ERA)

Engineering Research Administration (ERA) within the School of Engineering (SoE) seeks a Team Lead to manage a group (team) of Research and Financial Administrators (RFAs).

SoE is one of the top-rated engineering schools in the world and one of the largest academic units within Stanford University. The School's mission is to seek solutions to important global problems and to educate leaders who will turn great ideas into real changes. To help SoE push the frontiers of modern science and engineering and ultimately make the world a better place, SoE relies heavily on research funding.

On behalf of eight SoE academic departments, ERA administers approximately 1,000 annual awards and $129 million in annual sponsored research. ERA is a high-volume and productive administrative unit, and the ERA staff collectively manage the pre- and post-award activities for a large and diverse portfolio of sponsoring agencies (over 150 different agencies).

Department website:

Core Duties*

The Team Lead will be responsible for a team of RFAs. The RFAs work near their respective PIs, with this proximity enabling good communication and rapport. Given geographic dispersion, the Team Lead may need to manage staff in multiple locations.

The Team Lead is responsible for fostering communication, building relations, developing a team, improving customer service, producing compliant and accurate work, and simplifying the flow of work between the PIs, ERA, and Stanford's Office of Research Administration.

The Team Lead will report directly to the Director of Engineering Research Administration (ERA). To help ensure the needs of the departments are met, the Team Lead will also have a dotted-line reporting structure to the respective Department Manager(s).

The Team Lead will have the following specific responsibilities:

1. Orient new staff; build a team; delegate tasks and projects; monitor the timely and accurate completion of work; mentor and manage staff; conduct performance appraisals; help RFAs close gaps in performance.

2. Identify staff training needs; refer staff to training; work with ERA Training Specialist and other resource providers to develop training tools and programs; ensure the continuous improvement and development of team members in the field of research administration and in customer service, finance and general administration.

3. Assist team members in developing proposals for a large and diverse collection of external funding agencies; review departmental proposals for soundness and compliance with proposal guidelines; help team interpret complex regulations, rules, policies, and procedures; provide advice and guidance to ensure the team's operations comply with policies and guidelines set forth by ERA and the University; oversee the closeout of grants and contracts, periodic updates to files, and distribution of all official notices; provide financial management services to PIs and administrators within the Department.

4. Serve as the team's subject matter expert on pre-and post-award research administration; keep apprised of the increasing number of complex sponsor requirements; serve as a “working lead” by managing staff but also administering a portfolio of contracts and grants; provide short-term backup coverage within the team or other ERA teams during times of heavy workload, after hours, absentees, etc.; serve as a sponsor-specific expert to other ERA teams (e.g. NSF expert, NIH expert, etc.).

5. Solve complex problems; escalate issues to senior management when necessary; follow up with a resolution; participate in making managerial decisions for ERA; attend and periodically lead ERA's all staff meetings.

* - Other duties may also be assigned Education & Experience:
  • Bachelor's degree and seven years of job-related experience, or combination of education and experience. Knowledge, Skills and Abilities:
  • Supervisory and research administration experience preferred.
  • High degree of proficiency in pre-and post-research administration, including financial management; in-depth knowledge of governmental regulations (e.g., FAR, Uniform Guidance, CAS).
  • Familiarity managing research administration activities for a large number of faculty with diverse external funding sources.
  • Ability to independently understand, interpret, and communicate complex policies and procedures; direct experience ensuring compliance with policies in a large operation.
  • Experience working successfully with PIs and their administrative staff; mission-driven and able to understand the importance of research to PIs, departments, and the School; committed to consistently providing excellent customer service.
  • Experience hiring, supervising, managing, and motivating staff; ability to effectively delegate and prioritize work and balance workload assignments; ability to manage a high volume of work.
  • Self-starter with the ability to independently meet deadlines; demonstrate success in performing meticulous, high-quality, and compliant work; strong organizational skills.
  • Excellent command of written and spoken English; excellent communication skills; strong interpersonal skills including tact, diplomacy, and flexibility.
  • Available to work periodically outside normal business hours, when such flex hours are necessary to ensure, for example, the successful submission of an important proposal.
  • Excellent analytical skills; demonstrated proficiency in Excel and web-based tools.
  • We are unable to provide Sponsorship for this opening. Certifications and Licenses:
  • Cardinal Curriculum I and II must be completed to remain in this position.
  • Certified Accountant or Auditor, MBA, project management certification, or similar certification or 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, Applicants are required to upload a cover letter and resume to be considered for this opening.

    About Stanford University

    Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

    Supporting that mission is a staff of more than 10,000 that is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Thank you for your interest!

    Job: Finance

    Location: School of Engineering
    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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