Research Administrator 3 (Pre-Award)

Stanford University

Palo Alto (CA)

On-site

USD 100,000 - 130,000

Full time

4 days ago

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Job summary

Stanford University’s Department of Neurology seeks a highly capable Research Administrator 3 (RA3) to support faculty PIs in securing external research funding. The role emphasizes pre-award administration, managing complex proposals with multiple PIs and subawards, and mentoring staff while driving process improvements.

The RA3 will be a resource expert, ensuring compliance with sponsor guidelines and regulatory requirements, and will communicate effectively within Stanford’s academic and

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.
Extreme attention to detail.
Working knowledge of sponsored project guidelines and the research regulatory environment.

Responsibilities

Prepare complex proposals within parameters of sponsored and non-sponsored research guidelines; oversee and communicate submission process, paper and electronic.
Develop, prepare, revise, and finalize project budgets, and provide budget justification; obtain cost sharing commitments.
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 funds and revenue.
Develop and communicate reports supporting project status; create forecasting models and decision aids.
Manage contract closeout process and audit inquiries; submit final reports and certificates.
Interpret complex university and government policies for project and university personnel; guide staff on policy interpretation.
Identify and implement process improvements; participate in cross-campus projects; train and advise on technical issues.

Skills

Attention to detail

CRA certification

Project management

Stakeholder communication

Education

Bachelor’s degree

Five years of related experience

Tools

Excel

Job description

The Stanford Department of Neurology has been a center of excellence for more than four decades and supports one of the top research programs in the U.S. with over 200 faculty serving as leaders in the neurological sciences.

The Department of Neurology is seeking a highly motivated Research Administrator 3 (RA3) to support our faculty Principal Investigators (PIs) as they seek external research funding. This position is focused on pre-award administration, and this person will play a critical role in advancing the departments’ research enterprise. This person will serve as a resource expert and manage 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. The role will also provide an opportunity to mentor staff and lead process improvement projects. The RA3 will have a passion for supporting research, thrive on complexity, possess exceptional attention to detail, be adept in multitasking, and bring a resourceful and collaborative approach to the work. This person will also have excellent communication skills in order to advocate for PIs within Stanford’s diverse 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.

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.

ADDITIONAL DUTIES*:

Coordinate preparation and submission of NIH Research Performance Progress Reports (RPPRs) by working with PIs, ORO, post-award teams, and collaborators; collect financial and progress data; develop checklists and timelines; ensure compliance with sponsor and institutional policies.

Maintain and update Other Support documentation with PIs and post-award teams; verify completeness and compliance to support timely submission for Just in Time requests, progress reports, and internal reviews.

* - Other duties may also be assigned.

Responsibilities

Core Duties

Prepare complex proposals within parameters of sponsored andnon-sponsored research guidelines. Oversee and communicate submissionprocess, both paper and electronic; resolve issues relating to proposalpreparation and submittal process.

Develop, prepare, revise, and finalize project budgets, andprovide budget justification; obtain cost sharing commitment andsupport. Serve as liaison and active partner between principalinvestigators, Office of Sponsored Research, research groups, and otherdepartments; respond to sponsor inquiries; advise of newregulations.

Collaborate with Office of Sponsored Research to ensure awardsare set up properly and cost-sharing requirements are fulfilled;initiate cost transfers.

Review and approve expenditures, advise on post award spendingand commitment activity, and oversee compliance related to fundandrevenue.

Develop and communicate reports supporting project status; createforecasting models, scenarios, and decision aides.

Manage contract closeout process and audit inquiries; submitfinal reports and certificates.

Interpret complex university and government policies (FAR, CostAccounting Standards, Office of Management and Budget circulars,sponsored guidelines, etc.) for project and university personnel andhelp guide other staff in interpreting complex policies.

Identify and implement process improvements. Participate in andlead cross campus projects. Train and advise on issues requiringspecific technical expertise.

Oversee and review work of other staff. May supervise, train andmentor other staff.

Serve as a resource on subject area to principal investigatorstaff.

Minimum Education and Experience

Bachelor’s degree and five years of job-related experience, orcombination 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 communicateuniversity policies and procedures.

Excellent oral, written, and communication skills.

Excellent analytical skills; demonstrated proficiency in Exceland web-based tools.

Strong accounting skills; knowledge of accountingprinciples.

Knowledge of procurement needs, including sole-sourcing, costanalyses, vendor requirements, and small business reporting.

Strong knowledge of property management requirements related toStanford or non-Stanford title of equipment and fabrications.

Expert in project management, including managing internationalcollaborations and complex multi-sub award contracts.

Knowledge of personnel management, including proposing effort forand training and hiring of students, post-doctorals, academicappointments, regular staff, bargaining unit staff, and consultants,along with the circumstances appropriate for each type ofposition.