Research Administrator 3 at Stanford University in Stanford, CA

Provide a full range of administrative, financial and other tasks associated with pre and/or post award sponsored research activities and services, including proposal review and post award management of funds and budgets.

The Department of Cardiothoracic Surgery at Stanford University Medical Center takes pride in the rich tradition of excellence and pioneering firsts that have made it one of the top cardiac and thoracic programs in the nation. Our long and distinguished legacy of research dates back to the late 1950s — o ur most notable triumphs being the first adult human heart transplant in the United States, the world's first successful adult human combined heart-lung transplant, the first successful use of a ventricular device as a bridge to transplantation, the first thoracic aortic stent graft, and the development of the first integrated platform for minimally invasive heart surgery.

https://med.stanford.edu/ctsurgery

Department of Cardiothoracic Surgery is seeking an experienced Research Administrator 3 to join our exciting department and collaborative team! The RA3 will provide outstanding post-award support to faculty, researchers, lab staff and department administrators while managing a large and complex financial portfolio. The portfolio will consist of diverse funding sources from sponsored grants to foundation grants and industrial contracts to departmental funds, gifts and other unrestricted funding. Duties will include managing federal and non-federal sponsored research projects, involving multiple sub-awards, principal investigators, and/or interdisciplinary initiatives, clinical trials, and occasional pre-award duties. This role will also provide a leadership opportunity to mentor junior staff and lead process improvement projects.

Stanford University is committed to providing staff flexible work options in line with operational needs of the university and department, and must comply with all Stanford policies and procedures. This position is designated as a hybrid role, requiring on-site work at the Stanford campus three days per week and permitting telecommuting two days per week, subject to operational needs. Please note that this is not a fully remote position.

Staff may work from home and at a Stanford location, with schedule to be determined by supervisor and department. Employees in a hybrid and remote work arrangement are expected to remain available and accessible during regularly scheduled and approved work.

Duties include:

• 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 and grant annual reporting, 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.
• In conjunction with supervisor and finance team, identify, develop and implement process improvements. Participate in and lead cross campus projects as opportunities arise. Train and advise on issues requiring specific technical expertise.
• Oversee and review work of other staff on occasion. May supervise, train and mentor other staff.
• May participate as a mentor and provide cross-training as needed.
• Initiate and participate in gift handling. Develop PTA, initiate GT, and oversee expenditures to ensure compliances to fulfill donor’s intent.
• Manage and oversee designated awards; advice on spending and commitment activity to ensure appropriate spending according to Stanford policies and guidelines.
• May prepare complex proposals within parameters of sponsored and non-sponsored research guidelines as needed. 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 cost-sharing requirements are fulfilled; initiate cost transfers.
• Other duties as assigned.

PHYSICAL REQUIREMENTS*:

• 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.

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.

Responsibilities

Core Duties:

• 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 cost-sharing 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.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

• Expert knowledge and fluency of governmental regulations (e.g. FAR, Uniform Guidance, 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 sole-sourcing, 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.

Certificates and Licenses Required

Cardinal Research Administration Foundational Training (CRAFT) I and II must be completed to remain in this position.

Certified Accountant or Auditor, MBA, project management certification, or similar credential desired