Research & Financial Specialist

Job description

Research & Financial Specialist

Stanford University

Job Number:

Job Code: 4481

Job Grade: F

Research and Financial Specialist, F, 100% FTE, Non-Exempt School of Engineering, Engineering Research Administration (ERA) Engineering Research Administration (ERA) within the School of Engineering (SoE) is seeking applicants for a Research and Financial Specialist. 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 920 annual awards and $121 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 290 different agencies). The Research & Financial Specialist will provide a full range of administrative, financial and other tasks associated with pre- and post-award sponsored research activities and services, including proposal preparation and post-award management of funds and budgets. This is a junior-level research administrator position, with a career path to the Research and Financial Administrator level. The RFS will work under guidance to manage the proposal preparation and post-award activities on routine sponsored projects such as federal grants, foundation grants, and simple industrial contracts. JOB DETAILS

  • Assists in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines.
  • Develops, prepares and finalizes routine project budgets and budget justifications.
  • Coordinates and communicates proposal submission process, both paper and electronic, and reviews documents for completeness and compliance.
  • Serves as liaison and active partner between PI, OSR, research groups, and other departments, and responds to sponsor inquiries.
  • Collaborates with OSR to ensure awards are set up properly, including cost-share accounts if applicable.
  • Reviews and understands the terms and conditions of routine awards, including linked/footnoted terms and conditions not provided in hard or electronic copy.
  • Reviews and approves expenditures and monitors post-award spending and commitment activity.
  • Downloads and monitors reports supporting project status, and uses forecasting and decision aides under guidance.
  • Responsible for review and certification of monthly expenditure statements, and facilitates quarterly review by PI.
  • Participates in award closeout process and audit inquiries.
  • Provides financial reports that are reflective of a PI's sponsored and non-sponsored activities (in order to provide PIs with a one-stop shop).
  • May coordinate and organize events (such as conferences, meetings, site visits or sponsor reviews) related to sponsored projects.
  • Collaborates as a team member within a cluster composed of other RFSs, RFAs and Senior RFAs.
  • Participates in and contributes to process improvements and group projects.

  • Bachelor's degree and one year of job related experience, or combination of education and experience.
  • 1 year of Finance experience desired.
  • Ability to learn and stay updated on University and governmental regulations (e.g., FAR, Cost Accounting Standards, OMB circulars, sponsored guidelines).
  • Accounting Standards, OMB circulars, sponsored guidelines).
  • Willingness and ability to understand and interpret University policies and procedures.
  • Demonstrated understanding of terminology such as compliance, title, subcontractor, consultant, audit, and accounting review.
  • Excellent command of written and spoken English and overall excellent communication skills.
  • Strong interpersonal skills including tact, diplomacy, and flexibility.
  • Excellent analytical skills and demonstrated expertise in Excel and web-based tools.
  • Strong accounting skills and knowledge of basic accounting principles.
  • Knowledge of or ability to learn Stanford administrative and financial systems.
  • Extremely detail oriented and works well independently but also willing to seek out assistance when needed.
  • Strong ability to organize and prioritize workload and work effectively in a fast-paced, deadline-driven work environment.
  • Excellent time management and organizational skills.
  • Oriented toward consistently providing excellent customer service.
  • Demonstrated commitment to regularly update and maintain technology skills.
  • Available to work before / after normal business hours, when such hours are necessary to ensure the successful submission of an important proposal or the completion of other time sensitive work.
Certificates and licenses:
  • Cardinal Curriculum I and II must be completed to remain in this position.
Physical Requirements*
  • Frequently sit, grasp lightly, use fine manipulation and perform desk-based 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.
  • 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,
  • 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 which 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 health, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers. * - 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. 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. Thank you for your interest!


    Location: School of Engineering, California, United States
    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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    Job No:
    Posted: 5/8/2018
    Application Due: 6/6/2018
    Work Type: