Associate Research Administrator

The School of Engineering (SoE)
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Are you searching for a new career? Are you a great communicator with attention to detail? Then research administration may be the career you have been searching for.

On behalf of eight SoE academic departments, the Engineering Research Administration (ERA) administers approximately 920 annual awards and $121 million in annual sponsored research. ERA is a high-volume and productive administrative unit, and the ERA staff collectively manage the pre- and post-award activities for a large and diverse portfolio of sponsoring agencies (over 290 different agencies). ERA is looking for an Associate Research Administrator (ARA). The ARA is our junior-level research administrator position, with a career path to the Research Administrator (RA) level. The ARA will provide a full range of administrative, financial and other tasks associated with pre- and post-award sponsored research activities and services, including proposal preparation and post-award management of funds and budgets. Training will be provided so the incumbent will learn to manage the proposal preparation and post-award activities on routine sponsored projects such as federal grants, foundation grants, and simple industrial contracts.

In this role, you will:

• 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, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries.
• Collaborate with the Office of Sponsored Research to ensure awards are set up properly, including cost-sharing awards if applicable.
• Review and understand the terms and conditions of sponsored projects administered, including linked/footnoted terms and conditions not provided in hard copy or electronic copy.
• Initiate expenditures; monitor post-award spending and commitment activity. Review and certify monthly expenditure statements and facilitate quarterly review by principal investigators.
• Download and monitor reports supporting project status and use forecasting and decision aides under guidance.
• Participate in contract closeout process and audit inquiries; submit final reports and certificates.
• Coordinate and organize events, such as conferences, meetings, site visits, or sponsor reviews, related to sponsored projects as needed.
• Participate in and contribute to process improvements and group projects.
• *Other duties as assigned.

Education & Experience (Required):

• Bachelor's degree and one year of job-related experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

• 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.
• Ability to work well independently, but also to seek assistance when needed.
• Excellent time management and organizational skills.

Certifications & Licenses:

• Cardinal Curriculum I and II must be completed to remain in this position.

Working Conditions:

• This is not a remote position however hybrid options will be considered.

Physical Requirements:

• 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.

Work Standards:

• 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.

Pay Range:

The expected pay range for this position is $33.17 to $43.27 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.