Research Administrator 1

California, United States
31 Dec 2019
End of advertisement period
01 Mar 2020
Contract Type
Full Time

The Stanford Cardiovascular Institute was established in 2004. Members of the Institute represent engineers, surgeons, physicians, scientists, and some of the country's brightest fellows and students.

In an era of constant change and innovations, the Cardiovascular Institute leverages the incredible intellectual manpower found within Stanford University. The Stanford School of Medicine, Stanford Health Care, Betty Irene Moore Children's Heart Center, the Institute for Stem Cell Biology and Regenerative Medicine, Humanities & Sciences, Engineering, and Business schools are all located entirely on Stanford Silicon Valley campus. This intimate proximity promotes collaborations among diverse mix of students, faculty, and scientists.

The Institute focuses its resources to:

  • Ignite new research and clinical applications by awarding seed grants.
  • Establish educational and training programs in the field of cardiovascular medicine and research.
  • Support activities outside the bench and clinic that facilitates exchange of ideas through seminar series and invited guests open to all members.

The Institute provides organizational structure to concentrate and coordinate the activities of scientists, engineers, educators, and physicians committed to improving the cardiovascular health of patients and educating and training the next generation of leaders in the field of cardiovascular medicine. 

The Cardiovascular Institute at Stanford University is seeking a Research Administrator to work under guidance to manage the proposal preparation activities of federal grants, foundation grants, and industrial contracts, and assist with administrative tasks as outlined below. 

Duties include:

  • 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.
  • Develop, prepare, and finalize project budgets, and provide budget justification
  • Serve as liaison and active partner between principal investigators, Research Management Group, research groups, and other departments; respond to sponsor inquiries.
  • Participate in and contribute to process improvements and group projects.
  • Perform duties associated with scheduling, organizing, and operating complex conferences, seminars, education and diversity outreach, and events, including arranging with vendors for services, assist with the production and distribution of materials, logistics, and processing event expenses to be paid and cleared through correct accounts. This also includes escorting speakers and other visitors around campus.
  • Assist as needed to plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Develop project schedules, targets, measurements, and accountabilities, as assigned. Lead research team meetings and prepare/approve minutes.
  • Prioritize and extract data from a variety of sources such as notes or survey results and maintain its accuracy and completeness. Determine additional data collection and reporting requirements. Complete project-related administrative responsibilities of a limited scope as needed.

* - Other duties may also be assigned



  • 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,


  • Experience in an academic setting
  • Stanford experience a plus


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.

Additional Information

  • Schedule: Full-time
  • Employee Status: Regular
  • Grade: F

Similar jobs

Similar jobs