Research Administrator 2

Stanford University; Palo Alto (CA); On-site; USD 95,000 - 125,000; Full time

Job summary

Stanford University’s Department of Dermatology seeks a Research Administrator to support pre- and post-award sponsored research activities across federal, foundation, and industry sponsors. You will help prepare proposals, manage budgets, and coordinate with the Office of Sponsored Research and PI teams.

The role emphasizes accuracy, policy knowledge, and collaboration; a Bachelor’s degree and 3 years of relevant experience are required, with training through CRAFT I & II.

Qualifications

• Bachelor’s degree and three years of job-related experience or an equivalent combination.
• Knowledge of government regulations related to sponsored research and contracts.

Responsibilities

• Participate with PI in preparing administrative components of proposals and oversee submission processes.
• Develop, prepare, and finalize project budgets with justifications.
• Serve as liaison between PIs, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
• Collaborate with Office of Sponsored Research to ensure proper award setup and cost-sharing; initiate transfers.
• Review expenditures, advise on post-award spending, and ensure compliance with funds and revenue.

Skills

Analytical thinking

Communication skills

Time management

Attention to detail

Independent worker

Education

Bachelor’s degree in a relevant field

CRAFT I and II certification

Tools

Excel

CRAFT training

Job description

The Department of Dermatology

The Department of Dermatology is committed to the highest level of patient care, as well as the discovery and development of better treatments for dermatologic diseases. Research in the Department of Dermatology spans a wide range of efforts, ranging from clinical trials to molecular translational medicine to fundamental studies in epithelial biology, as embodied in the Stanford Program in Epithelial Biology.

Job Description

Are you ready for the next step in your research administration career? If you have three years of research administration experience, this role may be perfect for you. Within the School of Medicine, Dermatology is a high-volume and productive administrative unit, and the staff collectively manage the pre- and post-award activities for a large and diverse portfolio of sponsoring agencies, working with federal, industry and non-profit sponsors on contracts, grants and clinical trials. Dermatology is looking for a Research Administrator (RA) who 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. The RA will manage the proposal preparation and post-award activities on routine sponsored projects such as federal grants, foundation grants, and industrial contracts.

Training and Development

Within the department of Dermatology we pride ourselves in the development and training of our staff. With a comprehensive onboarding process that includes a full training roadmap and side‑by‑side partnership to ensure your success. We strive to have our staff constantly learn and grow to provide opportunities both within Dermatology and within research administration at large.

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.

Core Duties

• Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; review documents for completeness and compliance.
• Develop, prepare, and finalize project budgets, and provide budget justification.
• Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
• 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 effective forecasting and decision aids.
• Participate in contract closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries.
• Understand, apply, and advise on university and government policies for projects.
• Serve as a resource on subject area and overall technical resource to principal investigator and other university staff.
• Participate in and contribute to process improvements. Lead other staff in group projects.
• May participate as a mentor and provide cross‑training as needed.

Minimum Education And Experience

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

Knowledge, Skills And Abilities

• Basic knowledge of governmental regulations.
• Ability to understand, interpret, and communicate 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.
• Ability to complete Cardinal Research Administration Foundational Training (CRAFT) I and II within first year in role.
• Knowledge of procurement needs, including sole‑sourcing, cost analyses, vendor requirements, and small business reporting.
• Knowledge of property management requirements related to Stanford or non‑Stanford title of equipment and fabrications.
• Competency in project management.
• Extreme attention to detail.
• Ability to work well independently, but also to seek or offer assistance when needed.
• 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 or similar credential desired.