Grants Manager, Research Administrator

California, United States
19 Oct 2018
End of advertisement period
19 Dec 2018
Contract Type
Full Time

The Institute for Stem Cell Biology and Regenerative Medicine at Stanford University is seeking a Grants Manager (Research Administrator 2) to work under minimal supervision to manage the post award financial activities for PI portfolios including gifts, grants, contracts, sub-awards, program projects, both routine and complex. This position is responsible for all aspects of financial portfolio management for multiple faculty PIs and their labs including preparation for and leading quarterly certification meetings. Must be comfortable with Excel and be able to generate reports to communicate detailed financial information to multiple Principal Investigators. Strong time-management, communication, and problem-solving skills are essential. Must possess a proven ability to define issues, propose solutions and implement changes effectively. Previous experience with research environments and post-award grants management is desired. This position reports to the Finance Manager.

Duties include:

  • Manage labor schedules, lab allocation accounts, and animal billing; process adjustments and transfers when required.
  • 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; lead quarterly certification meetings with Principal Investigators.
  • Participate in award 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
  • Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
  • Assist Grants Coordinator as needed with development of project budgets and budget justifications.
  • Assist principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines as needed.
  • May participate as a mentor and provide cross-training as needed.
  • Manage lab allocation accounts, labor schedules, and animal billing.

* - Other duties may also be assigned


Prior Stanford experience preferred.


Bachelor's degree and three years of job related experience, or combination of education and experience.


  • 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 Microsoft Excel and web-based tools.
  • Strong accounting skills; knowledge of accounting principles.
  • Ability to work well independently, but also to seek or offer assistance when needed.
  • 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 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 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.


  • 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.


  • 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,