Project Manager at Stanford University in Stanford, CA

The Departments of Psychology and Neurology are seeking a Project Manager. The Project Manager will work under the direction and supervision of the Principal Investigator (Prof. Laura Gwilliams) and in close collaboration with clinical research coordinators, clinical staff, postdocs, external collaborators, and project managers at partner sites. The role requires strong organizational and communication skills, stakeholder management, initiative, and a disposition toward problem solving. The successful candidate will apply a basic understanding of scientific theory and project management to coordinate multi-site research operations and support experiment design, execution, and analysis while ensuring compliant, high-quality data and efficient, transparent project workflows.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply.

In this role, you will*:

• Coordinate multi-site planning and execution: align timelines, deliverables, milestones, and risks across partner institutions; maintain shared documentation and status dashboards.
• Organize cross-site meetings and communication cadences; serve as the primary point of contact within the lab and with collaborating hospitals, imaging centers, and administrative offices.
• Schedule testing and scanning sessions; coordinate facilities and equipment; manage calendars for clinical and lab-based data collection.
• Recruit, screen, consent, and debrief pediatric participants and their families; ensure compassionate, clear communication and protocol adherence.
• Oversee data acquisition for OPM-MEG, EEG, and sEEG sessions; implement data quality checks and troubleshoot issues to minimize unusable data.
• Support study design and experimental workflows, including computer-based testing; assist with stimuli preparation, task implementation, and pilot coordination.
• Track IRB submissions, amendments, and continuing reviews with guidance from the PI; maintain compliant, audit-ready records and support HIPAA-compliant workflows.
• Manage research data logistics: organization, documentation, preprocessing coordination, backup, secure storage, and sharing in line with policy and data-use agreements.
• Prepare project updates and reports for the funding agency; contribute content to progress reports and assist with grant-related documentation.
• Handle administrative operations: assemble purchase orders, process reimbursements, track expenditures, maintain inventory, and arrange repairs/shipping.
• Book spaces for meetings, testing, and events; coordinate lab meetings, seminars, visitor schedules; maintain the lab calendar.
• Coordinate development and maintenance of experiment-control code and data-processing pipelines (e.g., Python) alongside researchers; ensure reproducible workflows and version-controlled repositories.
• Develop and update standard operating procedures (SOPs) for sessions, data management, and equipment use; train team members on protocols and QA processes.
• Manage basic IT coordination: software installation requests, license tracking, user account setup, and access to computing resources.
• Ensure participant safety and confidentiality; maintain secure handling of consent forms and sensitive data.
• Use task-management tools (e.g., Trello or similar) and communication platforms (e.g., Slack) to monitor progress, surface risks, and provide regular updates to the PI and stakeholders.
• Perform other duties that support efficient, compliant, and collaborative project operations.

* - Other duties may also be assigned.

Qualifications:

DESIRED QUALIFICATIONS:

Education & Experience:

Bachelor degree in an applicable STEM related field, or combination of education and relevant experience in an applicable cognitive.

Knowledge, Skill Sciences and Abilities:

• General understanding of scientific theory and methods, typically gained through completion of an undergraduate degree in a related field.
• Proficiency with Google Workspace and Microsoft Office; comfortable using Slack and Trello (or similar tools) for coordination and tracking.
• Ability to work under deadlines with general guidance; strong initiative and problem-solving skills.
• Excellent organizational skills, including scheduling, task management, and record keeping; attention to detail and protocol adherence.
• Effective oral and written communication skills; experience working collaboratively with cross-functional teams.

In addition, preferred requirements include:

• Experience coordinating multi-site research or clinical projects, ideally in pediatric settings.
• Familiarity with neuroimaging and neuroscience workflows (OPM-MEG, EEG, sEEG) and data quality assurance practices.
• Experience managing IRB submissions, amendments, continuing reviews, and supporting HIPAA-compliant processes.
• Stakeholder management across clinicians, researchers, and external collaborators; comfort facilitating meetings and resolving issues.
• Knowledge of Python or similar tools for coordinating data-processing workflows (familiarity is a plus; direct coding not required).
• Project management or clinical research certifications (e.g., PMP, CAPM, SOCRA, ACRP) are a plus.
• Excellent interpersonal skills.

EDUCATION & EXPERIENCE (REQUIRED):

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 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.

WORKING CONDITIONS:

• Occasional evening and weekend hours.

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, http://adminguide.stanford.edu.

The expected pay range for this position is $100,023 to $124, 516 per annum.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanfordʼs extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

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.