Research Administration Specialist

Company: Stanford Medicine
Location: San Mateo
Posted on: November 20, 2022

Job Description:

Stanford University Department of Medicine is seeking a Research Administrator 3 to join the Research Administration Core in the central office of the Department of Medicine. The RA 3 will be part of a team committed to customer service tasked to grow the department's research enterprise, streamline current infrastructure through quality process improvement initiatives, participate in training and education for research finance staff and faculty across the department and the schools, and provide pre and post-award portfolio management. The successful applicant will be an energetic subject matter expert with excellent analytical skills who is able to deliver high quality product under tight timelines and who thrives in a complex, multi-disciplinary research department. Duties include:

• Prepare complex proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; resolve issues relating to proposal preparation and submittal process.
• Develop, prepare, revise, and finalize project budgets, and provide budget justification; obtain cost sharing commitment and support. Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries; advise of new regulations.
• Collaborate with Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled; initiate cost transfers.
• Review and approve expenditures, advise on post award spending and commitment activity, and oversee compliance related to fund and revenue.
• Develop and communicate reports supporting project status; create forecasting models, scenarios, and decision aides.
• Manage contract closeout process and audit inquiries; submit final reports and certificates.
• Interpret complex university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) for project and university personnel and help guide other staff in interpreting complex policies.
• Identify and implement process improvements. Participate in and lead cross campus projects. Train and advise on issues requiring specific technical expertise.
• Oversee and review work of other staff. May supervise, train and mentor other staff.
• Serve as a resource on subject area to principal investigator staff. 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. DESIRED QUALIFICATIONS:
  • Working knowledge of FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, clinical research regulatory environment, including FDA, regulations, IRB review and approval process and Good Clinical Practice (GCP).
  • Extensive experience in clinical trials/research management and oversight, including project management in a dynamic research setting.
  • Experience developing and implementing training/education to diverse cohort.
  • Demonstrated ability to manage multiple projects and staff under varying time constraints.
  • Strong understanding of Stanford systems: Stanford Electronic Research Administration (SeRA), Oracle financials, Commitment Management System, iLab, Business Intelligence reporting module.
    EDUCATION & EXPERIENCE (REQUIRED):
    • Bachelor's degree and five years of job related experience, or combination of education and experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
      • Expert knowledge and fluency of governmental regulations (e.g. FAR, A-21, A-110, A-133, CAS).
      • Knowledge and ability to understand, interpret, and communicate university policies and procedures.
      • Excellent oral, written, and communication skills.
      • Excellent analytical skills; demonstrated proficiency in Excel and web-based tools.
      • Strong accounting skills; knowledge of accounting principles.
      • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
      • Strong knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
      • Expert in project management, including managing international collaborations and complex multi-sub award contracts.
      • Knowledge of personnel management, including proposing effort for and training and hiring of students, post-doctorals, academic appointments, regular staff, bargaining unit staff, and consultants, along with the circumstances appropriate for each type of position.
      • Extreme attention to detail.
      • Ability to review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project.
      • Excellent time management and organizational skills.
        CERTIFICATIONS & LICENSES:
        • Cardinal Curriculum I and II must be completed to remain in this position.
        • Certified Accountant or Auditor, MBA, project management certification, or similar credential desired.
          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. 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.
            WORKING 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, .

Keywords: Stanford Medicine, San Mateo , Research Administration Specialist, Accounting, Auditing , San Mateo, California