Associate Research Administrator

Job description

Associate Research Administrator

Stanford University

Job Number:

Associate Research Administrator
Job Code: 4481 Job Grade: F
FTE: 100%, non-exempt, Continuous

School of Engineering, Office of the Dean

Are you searching for a new career? Are you a great communicator with attention to detail? Then research administration may be the career you have been searching for!

The School of Engineering (SoE)

The SoE has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

This Associate Research Administrator (ARA) role is an entry level research administrator position, with a defined career progression to the Research Administrator (RA) level.

On behalf of eight SoE academic departments, the Engineering Research Administration (ERA) administers approximately 920 annual awards and $121 million in annual sponsored research. ERA is a high-volume, productive administrative unit. The ERA staff collectively manage the pre- and post-award activities for a large and diverse portfolio of over 290 sponsoring agencies. In this critical role, you 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. Training will be provided so the incumbent will learn to manage the proposal preparation and post-award activities on routine sponsored projects such as federal grants, foundation grants, and simple industrial contracts.

In this role you will:

  • Collaborate and engage as an ERA team member on a team composed of other RA's and Sr. RA's. Collaborate with the Office of Sponsored Research (OSR) to ensure awards are set up properly. Serve as liaison and active partner between the Principal Investigator (PI), Office of Sponsored Research (OSR), research groups, and other departments.
  • Help identify and design process improvements and participate in group projects.
  • Coordinate proposal submission process, communicating with the team and PI from start to finish. Review documents to ensure compliance with sponsor guidelines. Project routine budgets and complete budget justifications.
  • Assist in preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines. Learn and stay updated on University and governmental regulations. Review and understand the terms and conditions of routine awards, including linked/footnoted terms and conditions not provided in hard or electronic copy.
  • Monitor reports supporting project status, and use forecasting and decision aides under the guidance of other team members.
  • Provide excellent customer service, both to internal team members and external clients. Support a one-stop shop model for Principal Investigators (PI's) by providing financial reports that are reflective of a PI's total financial picture (both sponsored and non-sponsored activities). Review and certify monthly expenditure statements, and facilitate quarterly review with PI.
  • Review and approve expenditures and monitor post-award spending and commitment activity. Help manage award closeout process and audit inquiries.
    In addition, preferred requirements include:
  • Bachelor's degree and one year of relevant experience, or a combination of education and relevant experience.
    *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.

    To be successful in this role you possess:
  • Analytical skills and demonstrated expertise in Excel and web-based tools.
  • Robust command of written and spoken English and overall excellent communication skills.
  • Commitment to regularly update and maintain technological skills.
  • Time management and organizational skills.
  • Detail oriented nature and work well independently but also willing to seek out assistance when needed.
  • Knowledge of or ability to learn Stanford administrative and financial systems.
  • Strong ability to organize and prioritize workload and work effectively in a fast-paced, deadline-driven work environment.
  • Strong interpersonal skills including tact, diplomacy, and flexibility.
  • Willingness and ability to understand and interpret University policies and procedures.
  • Demonstrated expertise in Excel and web-based tools.

    Why Stanford is for You

    Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more! How to Apply
    We invite you to apply for this position by clicking on the “Apply for Job” button. In order to be considered, please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.


    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: 11/28/2018
    Application Due: 1/11/2019
    Work Type: