Assistant Director, Subawards and Subrecipient Monitoring

California, United States
15 Dec 2020
End of advertisement period
15 Feb 2021
Contract Type
Full Time

Job Code: 4479
Grade: K

Stanford University is 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 5,500 active sponsored projects. 


The Assistant Director (AD) for Subwards and Subrecipient Monitoring will:  

  • Assure University compliance by researching, analyzing and interpreting applicable laws, regulations and requirements related to issuing and administering subawards; Recommend, develop and maintain policies and procedures for the University to document its compliance; Provide expert knowledge of Uniform Guidance requirements relative to subaward issuance and subrecipient monitoring for pass-through entities of federal funding; Ensure the University maintains effective, reliable and compliant internal controls; Coordinate the development and maintenance of internal documents and procedures to ensure subaward work products and workflows are efficient and up-to-date.
  • Develop, maintain and oversee implementation of procedures to collect, maintain and verify subrecipients' current audit and financial documentation in accordance with federal regulations;  Review and analyze subrecipient audit and financial documentation to determine whether action should be taken under federal regulations;  Issue management decisions and follow-up on corrective action required as part of entering a subaward relationship;  Plan and implement the appropriate course of action to prepare for audits regarding subawards and subrecipient monitoring;  Prepare responses to audit inquiries and notification of audit results. Review subrecipient audits or financials to identify risk and complete audit certifications from Stanford's sponsors. Conduct annual campus-wide invoice audit.
  • Develop and maintain institution-wide best practices and tools for life-of-the-award subrecipient monitoring at the local and central levels;  Conduct training related to subawards;  Assume a lead role in the design and content of the SeRA system as relating to subawards and subrecipient monitoring;  Provide expert guidance to institutional officials relative to contractual mitigation measures for medium to high risk subrecipients;  Supervise and mentor staff assigned to work on subrecipient monitoring, requisition and PO review and approval duties.
  • Draft, negotiate and executed subaward agreements as needed and in alignment with delegated signature authority;  Review and approve subaward POs, complete PTA changes, and assist departments, procurement, OSR accountants, and accounts payable in resolving issues with subawards;  Serve as an expert resource for OSR staff and the campus community regarding processing and managing subawards.


Education & Experience:

Bachelor's degree and four years of relevant experience, or combination of education and relevant experience.

Preferred professional certification in audit or research administration

Knowledge, Skills and Abilities:

  • Advanced knowledge of contracting and related processes
  • Familiarity with Uniform Guidance regulations
  • Experience interpreting and implementing Federal regulations
  • Knowledge of internal controls an development of process documentation
  • Familiarity with Single Audit requirements and experience with the Single Audit process
  • Demonstrated ability to:
    • Communicate knowledge and ideas both verbally and in writing with clarity and effectiveness
    • Detail oriented in all aspects of work including review and documentation
    • Willingness to document decisions and maintain meticulous records for audit
    • Make good decisions based on critical and analytical thinking, experience and judgement
    • Deliver high quality service and work products that can be relied upon by clients and colleagues to meet business requirements
    • Provide great customer service for the resolution of issues, providing guidance and training
    • Drive change and continuous improvement through individual contributions
  • Demonstrated curiosity and comfort with uncertainty and ambiguity

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

  • Schedule: Full-time
  • Job Code: 4479
  • Employee Status: Regular
  • Grade: K
  • Requisition ID: 87920