Assistant Accountant

California, United States
09 Jul 2019
End of advertisement period
09 Sep 2019
Contract Type
Full Time

Stanford University School of Medicine, Genetics is seeking an Assistant Accountant to support the Associate Director of finance to provide accounting and finance-related support to the chair and his lab with over 100 members.

Duties include:

  • Gather, review, compile and process proposal input form in SERA.
  • Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items.
  • Work on various tasks in following categories: Preaward, annual sponsor progress report, post award (award management,  labor schedules/adjustments/GFS, subcontracts, suspense / clearing accounts, A/P, VA IPAs.
  • Resolve transactional inquiries, escalate broader issues.
  • Respond to transactional inquiries from client groups.
  • May be responsible for p-card administration, processing, travel cards, expendable reimbursements and SUNET ID sponsorships.
  • Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.

Specifically, focus in the following areas:


  • Gather necessary information to complete Proposal Input Form (“PIF” in SERA)
  • Work with lead postdoc/person on routing PIF in SERA to RMG.
  • Gather all information needed for the grant. (RFA, website, equipment, facilities, PI other support, bio-sketches, in the lab and outside Genetics.)
  • Draft proposal budget with minimal guidance.
  • Fill out necessary forms to complete budget package for sponsor.
  • Initiate and complete proposal in NIH Assist (or sponsor) website for review.​

Annual sponsor progress report:

  • Use eCommons to coordinate with lead scientists to complete RPPR.
  • Prepare all personnel report.
  • Gather all necessary documentation for progress reports (other support, etc)


Award Management

  • Submit early PTA requests
  • Set up PTAs (and separate tasks and budgets) for new awards

Labor Schedules / Adjustments / GFS

  • Clear suspense account.
  • Update labor schedules, post necessary labor adjustments.
  • Submit PTA update forms for postdocs for GFS entry.
  • Review clearing account and update labor schedules/GFS as needed to avoid expenses hitting suspense.


  • Set up subcontracts and amendments as needed in Oracle system.
  • Review subcontract invoices and arrange for payment processing.

   VA IPAs:

  • Draft VA IPA agreements for various staff to submit to the VA for funding.

* - Other duties may also be assigned

*Other special projects/duties may also be assigned by the Associate Director of Finance


  • Ability to multi task, prioritize, work in a fast paced, high stress environment with multiple conflicting deadlines.
  • Remain calm professional composure in fast pace environment
  • Team player, yet still able to work independently with minimal supervision
  • SU experience with Sera, Ofweb as well as NIH Assist strongly desired.


  • Knowledge of basic accounting procedures.
  • Ability to operate computerized office applications and accounting systems.
  • Ability to clearly and effectively communicate information to internal audiences and client groups


  • Constantly perform desk-based computer tasks.
  • Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.
  • Occasionally write by hand, twist, bend, stoop and squat.
  • Rarely stand, walk, reach or work above shoulders and use a telephone.


High School diploma or equivalent and two years' work experience.

* - 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.


May work extended hours during peak business cycles.

Additional Information

  • Schedule: Full-time
  • Job Code: 4440
  • Employee Status: Regular
  • Grade: E
  • Department URL: