Research Administrator 3

Stanford University
School of Medicine, Stanford, California, United States
Closing date
Oct 21, 2021

Job Details

Research Administrator 3🔍School of Medicine, Stanford, California, United States📁Finance📅Jun 18, 2021 Post Date📅90062 Requisition #The work of the Division of Oncology bridges the worlds of basic science, clinical diagnosis and the treatment of cancer. Our basic investigative activities concentrate on immunology, genetics/genomics, pharmacology, DNA repair and oncogene action. Our clinical science covers each cancer type; has a strong focus in clinical trials of new diagnostic and therapeutic approaches, and in correlative laboratory studies. Our work is supported by a portfolio of peer-reviewed grants, industrial agreements and research endowments.

The Division of Oncology in the Department of Medicine is seeking an experienced and effective Research Administrator 3 to join a group of dedicated and talented professionals as part of the division finance team. The candidate will be an integral member of the division’s finance and administrative team and provide support to a group of approximately 15 senior faculty with extensive industry and grant support.

The Research Administrator 3 will manage the pre- and post-award administration for a large and diverse set of complex federal and non-federal sponsored research projects, involving sub-awards, investigator initiated trials, and multi-site clinical trials. The position will support a group of faculty members with numerous research accounts consisting of a mix of federal, industry, and endowment support. This candidate will be supporting faculty with a large number of clinical trials so experience with and/or the desire to learn clinical trial financial management is essential. Experience with investigator-initiated trials and multi-site sub award management is also preferred.

The Research Administrator 3 will serve as the point person for all financial and research administration activities for the faculty they support. They will prepare and distribute financial reports on a regular basis, meet with faculty PIs and other staff to review accounts and provide analysis, forecasting, recommendations, and maintenance on awards. They will develop tools to manage and track the distribution of staff salaries across multiple clinical trials with fluctuating revenue. This position will provide professional guidance and expertise in the application of internal policies, systems and external regulations. They will serve as the primary approver of expenditures and the initiator of funds transfers, labor distribution updates, journals and other transactions to ensure compliance with sponsor, Medical School, and University guidelines.

The candidate will be expected to develop complex proposals within the parameters of sponsored and non-sponsored research guidelines. They will oversee and communicate submission process, both paper and electronic and resolve issues relating to proposal preparation and submittal process. They will work with faculty to develop, prepare, revise, and finalize project budgets and obtain cost sharing commitments and support. They will work with the Office of Sponsored Research in the preparation and submission of interim and final financial reports. The research administrator will serve as a liaison and active partner between principal investigators, the Office of Sponsored Research, research groups (within and outside the university), and other departments. They will collaborate with Office of Sponsored Research to ensure awards are set up properly and cost sharing requirements are fulfilled.

We are seeking candidates with a high level of professionalism, flexibility, judgement, and diplomacy, who are thoughtful and innovative problem-solvers. In addition to excellent financial analysis and research management skills, the ideal candidate should enjoy interacting with many different people across all levels of the organization and be able to independently follow-through and adapt in a fast-paced environment. The ideal candidate will be a highly motivated, organized, and detail oriented. They will provide training and mentoring to other staff in the division and may supervise the work of other staff. The successful candidate will have a good sense of humor and the ability to interact well with our current administrative team, faculty, and students in a culturally diverse environment.

Duties include:

  • Prepare complex proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; resolve issues relating to proposal preparation and submittal process.
  • Develop, prepare, revise, and finalize project budgets, and provide budget justification; obtain cost sharing commitment and support. Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries; advise of new regulations.
  • Collaborate with Office of Sponsored Research to ensure awards are set up properly and costsharing 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 forecasting models, scenarios, and decision aides.
  • Manage contract closeout process and audit inquiries; submit final reports and certificates.
  • Interpret complex university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) for project and university personnel and help guide other staff in interpreting complex policies.
  • Identify and implement process improvements. Participate in and lead cross campus projects. Train and advise on issues requiring specific technical expertise.
  • Oversee and review work of other staff. May supervise, train and mentor other staff.
  • Serve as a resource on subject area to principal investigator staff.
*- 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.


  • 2-3 years financial management of clinical trials including large scale trials with multiple funding sources.
  • Experience managing a large and diverse set of complex, federal and non-federal sponsored contracts and grants for multiple investigators.
  • Experience developing budgets and scope of work materials for investigator-initiated clinical trials and subawards.
  • Excellent spreadsheet skills including the use of pivot tables and the automating and formatting of data into easily readable reports.
  • Extensive knowledge of policies related to research administration (Uniform Guidance, sponsor policies and practices).
  • Strong understanding of Stanford systems: Stanford Electronic Research Administration (SeRA), Oracle Financials, Faculty Financial Inquiry Tool, iLab, Business Intelligence reporting module.

  • Bachelor’s degree and five years of job related experience, or combination of education and relevant experience.

  • Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133, CAS).
  • Knowledge and ability to understand, interpret, and communicate university 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.
  • Knowledge of procurement needs, including solesourcing, cost analyses, vendor requirements, and small business reporting.
  • Strong knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
  • Expert in project management, including managing international collaborations and complex multi-sub award contracts.
  • Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants, along with the circumstances appropriate for each type of position.
  • Extreme attention to detail.
  • 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.

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

  • 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.


  • 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,
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.
*- 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: 4483
  • Employee Status: Regular
  • Grade: I
  • Requisition ID: 90062


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We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

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Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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