Associate Research Administrator

Job description

Associate Research Administrator

Stanford University

Job Number:

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.

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.

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 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). ERA is looking for an Associate Research Administrator (ARA). The ARA is our junior-level research administrator position, with a career path to the Research Administrator (RA) level. The ARA 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.

Your responsibilities include:

  • Ability to learn and stay updated on University and governmental regulations
  • Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines.
  • Collaborate as a team member within a team composed of other RAs, and Senior RAs.
  • Collaborate with the Office of Sponsored Research (OSR) to ensure awards are set up properly, including cost-share accounts if applicable.
  • Coordinate and communicate proposal submission process and review documents for completeness and compliance.
  • Demonstrate commitment to regularly update and maintain technology skills.
  • Develop, prepare and finalize routine project budgets and budget justifications.
  • Download and monitor reports supporting project status, and use forecasting and decision aides under guidance.
  • Demonstrated expertise in Excel and web-based tools.
  • Provide excellent customer service.
  • Participate in and contribute to process improvements and group projects.
  • Participate in award closeout process and audit inquiries.
  • Provide financial reports that are reflective of a Principal Investigator's (PIs) sponsored and non-sponsored activities (in order to provide PIs with a one-stop shop).
  • Responsible for review and certification of monthly expenditure statements, and facilitates quarterly review by PI.
  • Review and approve expenditures and monitor post-award spending and commitment activity.
  • Review and understand the terms and conditions of routine awards, including linked/footnoted terms and conditions not provided in hard or electronic copy.
  • Serve as liaison and active partner between PI, OSR, research groups, and other departments, and responds to sponsor 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.
  • 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.

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.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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 employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Additional Information
  • Schedule: Full-time
  • Job Code: 4481
  • Employee Status: Regular
  • Grade: I
  • Requisition ID: 89355


Location: School of Engineering, Stanford, 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: 4/29/2021
Application Due: 6/5/2021
Work Type: Full Time