Research Administrator 2

California, United States
Monday, 8 February 2021
End of advertisement period
Monday, 8 March 2021
Research Administrator 2
Academic Discipline
Life sciences, Biological Sciences
Contract Type
Fixed Term
Full Time


The Department of Biology is at the center of life sciences research at Stanford. Biology's mission is to lead in understanding life, from molecules to cells, and organisms to ecosystems.

Biology has an immediate opening for a full-time Research Administrator (RA) 2. This position is responsible for the review, administrative, fiscal accounting, and customer service activities during all stages of the award (both pre- and post-award) made to Biology Principal Investigators for internal and external sponsors. In addition, this person will perform moderately complex finance functions and/or activities. The RA reports directly to the Research Administration Manager.

About the position:

Work under minimal supervision to manage the proposal preparation and/or post award activities on grants, contracts, program projects, and federal grants, both routine and complex. Perform, independently, moderately complex financial functions related to budgeting and forecasting requiring specific knowledge, skills and broad application of policies, precedents and systems within context of internal policies and external regulations. This is a six-month fixed-term position.

Duties include:

  • Perform finance functions, including structured analysis; conduct data mining; identify, clarify and investigate discrepancies and exceptions; proactively develop solutions and processes
  • Maintain, reconcile, review, combine, and validate moderately complex financial data sets, including large volumes of data, financial reports, financial databases and key financial information
  • Develop budget, forecasting, and analyses to be used by internal management for key activities or decision making.
  • Resolve issues within immediate work unit; apply ingenuity and creativity to problem analysis and resolution and recognize exceptions.
  • Run and analyze moderately complex financial reports, often from multiple systems; assist in preparation of management information reports.
  • Contribute to development and maintenance of desktop procedures and process documentation for area of responsibility.
  • Resolve transactional inquiries, escalate broader issues and respond in a professional and timely manner.


  • 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 aides.
  • 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. Support new initiatives; cooperate and adapt to changes and processes.
  • May participate as a mentor and provide cross-training as needed. Serve as a back-up to other functions.

* - Other duties may also be assigned


Education & 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, including ability to prepare materials for and clearly and effective communicate information to internal audiences and client groups.
  • Excellent analytical skills; demonstrated proficiency in business applications, such as Word and Excel, and web-based tools.
  • Strong accounting skills; knowledge of accounting principles.
  • Ability to complete Cardinal Curriculum 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 and ability to contribute as part of a project team.
  • 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.
  • Understanding and ability to apply basic accounting skills and concepts.
  • Use knowledge and demonstrated experience of financial systems.

Certifications and Licenses:

  • Cardinal Curriculum I and II must be completed to remain in this position.
  • Certified Accountant or Auditor or similar credential desired.


  • 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.


  • Routine extended working hours during peak cycles; travel to school/unit sites across university.


  • 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,

Applicants are required to upload a cover letter and resume to be considered for this opening.

Job Family: Finance

Schedule:  Full Time

Classification Level: G

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

Additional Information

  • Schedule: Full-time
  • Job Code: 4482
  • Employee Status: Fixed-Term
  • Grade: G
  • Requisition ID: 88342