Research Administrator/Fellowship Program Coordinator
The Department of Medicine, Division of Oncology is seeking a Research Administrator/Fellowship Coordinator to 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. The Research Administrator will also administer and support the operations of the Oncology clinical fellowship program. Establish program activities, prioritize program-related tasks and ensure that important deadlines are communicated and met. This position will manage the proposal process for grants and program projects working with the Oncology Division Director of Research, Fellowship Program Directors, and other SOM faculty.
The work of the Division of Oncology bridges the worlds of basic science, clinical diagnosis and the treatment of cancer. Our basic investigative activities concentrate on immunology, genetics/genomics, pharmacology, DNA repair and oncogene action. Our clinical science covers each cancer type; has a strong focus in clinical trials of new diagnostic and therapeutic approaches, and in correlative laboratory studies. Our work is supported by a portfolio of peer-reviewed grants, industrial agreements and research endowments.
- 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.
- 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.
- Oversee daily activities of the clinical fellowship program. Organize and prioritize the activities of the clinical fellows; monitor work progress status and ensure compliance with deadlines.
- Serve as contact person for the interpretation and application of policies, procedures and program guidelines. Troubleshoot discrepancies and determine appropriate corrective actions to be taken. Collaborate in the development and implementation of operational policies, procedures and standards, and communicate associated changes. Identify and report compliance issues and assist in correcting situations resulting in duty hour violations.
- Develop, distribute and update the resident rotation, vacation and leave schedules in electronic systems according to duty hour requirements with oversight of Program Director and/or his/her designee(s). Ensure that the corresponding institutions where the residents are rotating are administering the bills accurately.
- Assist with planning departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
* - Other duties may also be assigned
EDUCATION & EXPERIENCE (REQUIRED):
- Bachelor's degree and three years of job related experience, or combination of education and experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- 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.
- Passion for higher education, medical education, and healthcare
- Prior fellowship/academic program coordination experience
- Experience with GFS and workflow
- Experience with visas
- Agile and quick learner who can adapt easily to Stanford specific software and clinically related software.
- Demonstrated ability to work well independently and take initiative while problem solving and resolving challenges.
- Ability to work with all levels of faculty and staff, and exhibit significant degree of diplomacy.
- Excellent customer service skills and ability to adapt to changing work environment.
- Ability to learn, understand and apply Accreditation Council for Graduate Medical Education (ACGME) or other subspecialties guidelines.
CERTIFICATIONS & 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.
- 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.