Research Administrator

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

Grade: F

Stanford University is seeking a Research Administrator to provide financial, administrative, and operational support to the Children’s Heart Center Clinical and Translational Research Program. This position will provide support to the Director, Clinical Research Manager, and research staff within the Children’s Heart Center Research Program, which supports a number of research projects including PI-initiated trials and research projects supported by federal grants, foundation grants, and industry funding. This is a unique hybrid position in which the candidate will provide administrative support to the Director as well as financial and operational support to the Children’s Heart Center Research Program.

We are seeking a motivated candidate with excellent communication and organizational skills, experience with financial tracking/reporting, and a desire to support a fast-paced, growing research program. Our Children’s Heart Center Research Team is dedicated to supporting research that will build a brighter future for children with cardiac conditions and we are looking for the right candidate to help support our vision and align with our core team values. 

Duties include:

  • 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, including cost-sharing awards if applicable. 
  • Initiate expenditures; monitor post award spending and commitment activity. Review and certify monthly expenditure statements, and facilitate quarterly review by principal investigators. Collaborate with external Research Administrators regarding cost-sharing and cost-recovery for sponsored awards.
  • Download and monitor reports supporting project status, and use forecasting and decision aides under guidance.
  • Participate in contract closeout process and audit inquiries; submit final reports and certificates.
  • Coordinate and organize events, such as conferences, meetings, site visits, or sponsor reviews, related to sponsored projects as needed. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Participate in and contribute to process improvements and group projects.
  • Act on behalf of the director in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets, which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

* - Other duties may also be assigned


  • Excellent flexibility, creative thinking, and conflict resolution skills.
  • Collaborative, positive, and team oriented.
  • Experience in maintaining and producing web content, reports, and brochures.
  •  Proficiency with Microsoft Office Suite, SmartSheet, and REDCap.
  •  Experience with financial tracking/reporting, including processing financial transactions, labor scheduling and adjustments. 
  • Experience with grant writing or other pre-award support activities.


Bachelor's degree and one year of job related experience, or combination of education and experience.


  •  Ability to learn and stay updated about university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) to properly administer sponsored projects.
  •  Demonstrated understanding of terminology, such as compliance, title, sub-contractor, consultant, audit, and accounting review.
  •  Willingness and ability to understand and interpret university policies and procedures.
  •  Excellent oral, written, and verbal communication skills.
  •  Excellent analytical skills; demonstrated expertise in Excel and web-based tools. 
  •  Strong accounting skills; knowledge of basic accounting principles.
  •  Ability to complete Cardinal Curriculum I and II while in position.
  •  Extreme attention to detail.
  •  Ability to work well independently, but also to seek assistance when needed. 
  •  Excellent time management and organizational skills.


Cardinal Curriculum I and II must be completed to remain in this position.


  •  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.


  •  General office environment.
  •  May require travel across campus.