Assistant Director, Fellowships

6 days left

California, United States
Saturday, 28 December 2019
End of advertisement period
Thursday, 27 February 2020
Contract Type
Full Time

The Research Management Group at Stanford University is seeking an Assistant Director, Fellowships, to provide management, oversight, and leadership of fellowship administration for postdocs and graduate students in the School of Medicine. The Research Management Group (RMG) serves as the central resource and expert partner on administration of fellowships. The Assistant Director represents Stanford University as the institutional official for fellowship proposal submission and award acceptance ensuring compliance with federal regulations, sponsor requirements and University policies. The Assistant Director must develop and maintain collaborative working relationships with the department/division leadership to ensure efficient and customer focused service to the postdocs, graduate students, and fellowship coordinators. The Assistant Director represents the School of Medicine working in collaboration with central offices (Office of Research Administration, Educational Programs and Services, Dean of Research Office) and on University committees and working groups. The Assistant Director is responsible for policy interpretation, process development, communications, compliance and training. This position supervises the Fellowship Associate and the services provided. The Assistant Director reports to the Director of Research Administration in RMG.    

Duties include:

  • Direct staff and provide leadership to achieve goals and vision of the organization and the day-to-day operations. Responsible for hiring and retaining staff, career coaching, professional development and accountable for the performance of employees.
  • Provide daily oversight of Fellowship Associate, including all aspects of supervision as well as workload assessment and assignment.
  • Ensure Fellowship Associate provides excellent customer service. Manage and resolve various issues and complaints related to customer service.
  • Develop and lead Lean process improvement initiatives in conjunction with the associate director and director.
  • Ensure implementation of new processes and procedures.
  • Resolve a wide breadth of issues related to research administration policies and processes.
  • Identify and manage complex problems requiring broad analysis in collaboration with various University offices e.g. Office of General Counsel, Risk Management, Dean of Research, Office of Sponsored Projects, Research Financial Compliance & Services.
  • Work closely with associate director and director to keep them informed on issues and problems.
  • As requested by the associate director or director, represented the Research Management Group on both school and university committees and initiatives.

* - Other duties may also be assigned.    


  • Bachelor's degree and five years of relevant experience, or an equivalent combination of education and relevant experience.


  • Expert knowledge and fluency of governmental regulation (e.g. Federal Acquisition Regulation, OMB Uniform Guidance, Cost Accounting Standards).
  • Knowledge and ability to understand and interpret university and sponsor policies.
  • Demonstrated ability to work well with Stanford colleagues and clients and with external organizations.
  • Demonstrated commitment to personal responsibility and value for safety, shown through communication of safety concerns and use and promotion of safe behaviors based on training and lessons learned.
  • Excellent communication skills to convey university policies and pre and post award procedures to all levels of employees and faculty.
  • Ability to lead discussions related to personnel performance, development and growth.
  • Demonstrated supervisory skills including conflict resolution.
  • Excellent planning and organizational skills.


  • Frequently perform desk based computer tasks, seated work, use a telephone and use light/fine grasping.
  • Occasionally write by hand, lift, carry, push pull objects that weigh up to 10 pounds.
  • Rarely stand, walk, sort, and file paperwork or parts.

* - 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.


  • May work extended or non-standard hours based on project deadlines or business cycle needs.


  • 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,

Additional Information

  • Schedule: Full-time
  • Job Code: 4493
  • Employee Status: Regular
  • Grade: J