Research Administrator 3 (18-Month Fixed-Term)

Stanford University School of Medicine; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

The Departments of Neurology and Neurosurgery at Stanford University School of Medicine seek a Research Administrator 3 (RA3) to support PIs in securing external funding. This role emphasizes professional judgment, multitasking, and expertise in preparing clinical research and trial proposals.

The RA3 will manage complex proposals, budgets, subawards, and compliance across multiple sites, collaborating with the Office of Sponsored Research and research teams.

Qualifications

• Certified Research Administrator (CRA) certification is required or strongly preferred.
• Experience preparing complex proposals in an academic setting.
• Ability to manage multiple projects and timelines in a dynamic research environment.
• Experience preparing clinical research and clinical trial proposals.
• Extreme attention to detail and thorough understanding of sponsored project guidelines.

Responsibilities

• Prepare complex proposals within sponsored/non-sponsored guidelines and oversee submission processes.
• Develop, revise, and finalize budgets with cost sharing and liaise among PIs and offices.
• Collaborate with Office of Sponsored Research to ensure awards are set up and costs transferred.
• Review expenditures, advise on post-award spending, and ensure compliance.
• Create reports and forecasting models; manage contract closeouts and audits.

Skills

Proposal writing

Multi-project management

Attention to detail

Communication

Analytical skills

Budgeting knowledge

Regulatory knowledge

Education

Bachelor's degree

CRA certification

Clinical research experience

Tools

Excel

Web-based tools

Job description

Job Description

The Departments of Neurology and Neurosurgery are seeking a highly motivated Research Administrator 3 (RA3) to support our faculty Principal Investigators (PIs) as they seek external research funding. This position will play a critical role in advancing the departments’ research enterprise. This role requires a high degree of professionalism, sound independent judgment, and the ability to anticipate needs, prioritize and manage responsibilities with minimal supervision. The ideal candidate will have experience preparing clinical research and clinical trial proposals.

Job Description

The Departments of Neurology and Neurosurgery are seeking a highly motivated Research Administrator 3 (RA3) to support our faculty Principal Investigators (PIs) as they seek external research funding. This position will play a critical role in advancing the departments’ research enterprise. This role requires a high degree of professionalism, sound independent judgment, and the ability to anticipate needs, prioritize and manage responsibilities with minimal supervision. The ideal candidate will have experience preparing clinical research and clinical trial proposals. This individual will serve as a resource expert, managing the preparation of complex research proposals, including grants, contracts, program projects, and cooperative agreements involving multiple PIs, multiple subaward sites, and varied cross-school initiatives. This individual should have a passion for supporting research, thrive on complexity, and possess exceptional attention to detail. They must be adept at multitasking and bring a resourceful and collaborative approach to the work. Excellent communication skills are essential in order to effectively advocate for PIs within Stanford’s multifaceted academic and medical community.

Desired Qualifications

• Certified Research Administrator (CRA) certification.
• Complex proposal preparation experience in an academic environment.
• Experience managing multiple projects and timelines in a dynamic research setting.
• Experience preparing clinical research and clinical trial proposals.
• Extreme attention to detail.
• Working knowledge of sponsored project guidelines and the research regulatory environment.

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 And Experience

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