Research Accounting Assistant

California, United States
14 May 2019
End of advertisement period
14 Jul 2019
Contract Type
Full Time

Job Series: Research Accountant (2 positions)
Job Code: 4470
Grade: E
Exemption: Non-exempt
Status: 1 Year Fixed Term
Note: Not all unique aspects of the job are covered by this job description

Do you have a specific spot for your pen and highlighter? Notice right away when someone moves it out of place? We’re looking for someone with great attention to detail who is also hungry to explore the world of accounting. Imagine a day in the life with a research accountant where you’ll be mentored, gain exposure and given the chance to apply what you’ve learned. We encourage you to apply if you’re a self-starter and an individual with a great attitude and values fostering great working relationships and problem solving.

An ideal candidate would either be still in school or just graduated and looking to become an experienced hire. We want to help you walk away with accounting experience and have something great to put on your resume! We offer flexible hours that work around your summer and school schedule.


Stanford University has changed the world, over and over again. We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.

Research the creation of new knowledge is key to Stanford’s educational mission. Stanford research has led to breakthrough remedies, devices, tools, and concepts, as well as 25 Nobel prizes for Stanford faculty. Among the inventions and discoveries that have resulted from Stanford research are MRI technology, DNA cloning, the Pill, heart transplantation, and digital music.

The Office of Research Administration (ORA), manages the administrative processes related to the entire lifecycle of sponsored research from proposal submission through award closeout. ORA submits nearly 3,300 new proposals annually and manages more than 5,000 active sponsored projects.

Things to look forward to:

  • Get educated on the ins and outs of post award accounting and the research lifecycle at Stanford.
  • Gaining exposure and insight by partnering with mentors within the Office of Research Administration.
  • Learning how to review and interpret legal documents for financial terms and conditions.
  • Learning how to review and interpret financial documents.
  • Assisting with low risk interim financial reporting.
  • Assisting with low risk audits to identify items of interest for award management and closeout.
  • Assisting with Year End close.
  • Other special projects assigned based on interest (no coffee runs!). 


  • Assist with year end for all university research awards. Ensure awards have sufficient funds to cover costs. Initiate fund transfer journals to return unused balance. Work with departments to confirm funding sources and/or clear overdrafts.
  • Review and interpret legal documents for financial terms and conditions including but not limited to billing requirements, reporting, and spending restrictions.
  • Assist with Annual Audit verifying key areas related to sponsored research expenditures.
  • Assist with special projects such as balancing closeouts, funding of awards and researching balances.
  • Routinely apply funding and payment receivables for clinical trials.
  • Work collaboratively with Institutional Representatives, Research Accountants, Administrators, and AR staff to clarify financial terms and ensure correct account setup.
  • Prepare interim financial reports for low risk reports for low risk sponsored research awards.
  • Prepare final financial reports, final invoices, and final closeouts for low risk sponsored research awards.

- Other duties may also be assigned


Education & Experience:

On track towards a four year college degree and one year of relevant experience or combination of education and relevant experience.

Preferred Qualifications:

  • Excellent written and verbal communication skills.
  • Strong customer service oriented intuition.
  • Strong working knowledge of Excel.
  • Strong interpersonal skills.
  • Strong attention to detail is required.
  • Ability to ask for help when needed.
  • Ability to identify, analyze, and resolve problems.
  • Highly organized and proactive in a fast-paced environment.
  • Understanding of accounting concepts and analysis of accounting transactions.
  • Knowledge, Skills and Abilities:
  • Knowledge of contract and grant procedures and ability to apply the accounting practices.
  • Understanding accounting concepts and analysis of accounting transactions.
  • Thorough understanding of key attributes in Oracle and its impact on reporting, billing, and recovering costs.
  • Knowledge of Stanford research administration processes particularly post award research administration.
  • Knowledge of OMB Circulars A-21, A-110, A-133.
  • Strong working knowledge of Excel.
  • Familiarity with Oracle /Stanford systems.
  • Strong customer service skills. Working collaborative with different process partners.
  • Ability to communicate effectively orally and in writing.

Certifications and Licenses:



  • Constantly sitting, grasping lightly, use fine manipulation and performing desk-based computer tasks.
  • Occasionally use a telephone.
  • Rarely stand/walk, twist, bend, stoop, squat, write by hand, sort and file paperwork or parts, lift, carry push, and pull objects that weigh up to 10 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.


Will not have occasional extended or weekend work hours during peak business cycles. 


  • 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, 

Additional Information

  • Schedule: Full-time
  • Job Code: 4470
  • Employee Status: Regular
  • Grade: E
  • Requisition ID: 82858