Research Administrator

Location
California, United States
Posted
18 Oct 2018
End of advertisement period
18 Dec 2018
Ref
80513
Contract Type
Permanent
Hours
Full Time

This is a Research Administrator/Financial Analyst (RA/FA) position at the Geballe Lab for Advanced Materials (GLAM). It is one of four positions responsible for pre and post award research administration of sponsored projects. Reporting to the Associate Director (AD), the RA/FA works independently and collaboratively with GLAM faculty and staff as well as staff from other University departments (central and academic) on matters of financial management, funds monitoring, grant/contract proposal submissions, award reconciliation and reporting.

The GLAM is an Independent Laboratory that supports the research activities of Stanford faculty members from the departments of Applied Physics, Materials Science and Engineering, and Physics. Some of the research programs at GLAM are large and complex, involving strong connections to various departments and schools at Stanford and to SLAC, as well as to several federal and non-federal funding agencies (NSF, DOE, DARPA, Moore Foundation, etc). GLAM consists of over 300 personnel including faculty, staff, postdoctoral scholars, students, and visitors.

Applicants are required to submit a 1-page cover letter summarizing why they are interested in this position, their direct experience with the duties as described in the job posting, and how their qualifications relate to this position. Be specific and include examples of exceptional cases or projects in which they have been directly involved. Highlight any related achievements or other relevant experiences not already listed on the resume.

GLAM Website: http://glam.stanford.edu

JOB PURPOSE:
Work under minimal supervision to manage the proposal preparation and/orpost award activities on grants, contracts, program projects, and federal grants, both routine and complex.

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 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
  • May participate as a mentor and provide cross-training as needed. 

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

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.
  • Excellent analytical skills; demonstrated proficiency in 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.
  • 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.

Certifications and Licenses:

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

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.

WORKING CONDITIONS:

  • May have occasional extended or weekend work hours during peak business cycles.

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.