Research Administrator

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

Research Administrator 1 (Part-time 50%) Stanford Woods Institute for the Environment
Job Family: Finance
Job Series: Research Administrator 1
Job Code: 4481
Grade: F
Exemption: Non-exempt

The Stanford Woods Institute for the Environment harnesses the expertise and imagination of leading academics and decision makers to create practical solutions for people and the planet. The Institute is pioneering innovative approaches to meet the environmental challenges of the 21st century – from climate change to sustainable food supplies to ocean conservation. Its mission is carried out by producing breakthrough environmental solutions that protect and nurture our planet to meet the vital needs of people today and of generations to come.

We are seeking Research Administrator to join our team in a growing organization. This position will manage research administration activities of the Woods Institute and the Natural Capital Project and may expand to other programs and centers within the Institute. This is a one year, benefits-eligible, part-time (20 hours per week) position and may be extended pending programmatic need and available funding.

Job Purpose: Work under guidance to manage the proposal preparation and/or post award activities on less complex sponsored projects, such as federal grants, foundation grants, industrial contracts and university research grants.

Core Duties:

  • Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines. Coordinate and communicate submission process, both paper and electronic; review documents for completeness and compliance. (25%)
  • Develop, prepare, and finalize project budgets, and provide budget justification (20%)
  • Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries. (10%)
  • Collaborate with Office of Sponsored Research to ensure awards are set up properly, including cost sharing awards if applicable. (10%)
  • Review and understand the terms and conditions of sponsored projects administered, including linked/ footnoted terms and conditions not provided in hard copy or electronic copy. (10%)
  • Initiate expenditures; monitor post award spending and commitment activity. Review and certify monthly expenditure statements and facilitate quarterly review by principal investigators.
  • Download and monitor reports supporting project status and use forecasting and decision aides under guidance. (5%)
  • Participate in contract closeout process and audit inquiries; submit final reports and certificates. (5%)

Minimum Education and Experience Required:
Bachelor’s degree and one year of job-related experience, or combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities Required:

  • 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.

Certifications and Licenses:
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 the 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,

The Stanford Woods Institute is based on the main campus of Stanford University in Palo Alto, California. 

We offer a competitive salary and benefits package, depending on experience and qualifications. To be considered, applicants will provide a cover letter and resume. 

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. All final candidates are subject to a background check.