Manager, Research Administration

School of Engineering, Stanford, California, United States

Finance

Post Date Jul 18, 2024

Requisition # 103982

Are you ready for the next step in your research administration career? Are you excited by an opportunity to lead and develop a team? Do you want to be part of a dynamic team that supports cutting-edge research at a top-tier research institution? If so, this may be the job for you!

The School of Engineering (SoE)

SoE 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 facilitate SoE’s efforts 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.

On behalf of eight SoE academic departments, Engineering Research Administration (ERA) administers approximately 920 annual awards and over $120 million in annual sponsored research. ERA is a high-volume and productive administrative unit, and ERA staff collectively manage the pre- and post-award activities for a complex portfolio of sponsored awards (from over 290 different funders). ERA is looking for a Manager who will oversee a team of Research Administrators (RAs) and the management of the pre-award, proposal preparation, and post-award activities for a diverse set of sponsored projects. These portfolios include federal and non-federal sponsors, and involve multiple sub-awards, principal investigators, and/or cross-school initiatives. You will serve as a subject matter expert in these areas, and you will be responsible for developing, implementing, and managing support functions and programs to share this expertise.

As Manager, you:

Have the opportunity to shape, guide, and manage a dynamic team of RAs. We are looking for a leader who will foster communication, build good working relationships within the unit and across campus, develop team support and rapport, elevate customer service, produce compliant and accurate work, and simplify the flow of work among the faculty, ERA, and Stanford’s Office of Sponsored Research. As many RAs work near their respective Principal Investigators (PIs) to enable good communication and rapport, you may manage staff in multiple office locations.

You will have a direct reporting line to the Director of ERA, and will be an integral part of ERA’s leadership team. To help ensure the needs of the departments are met, you will also have a dotted-line reporting structure to the respective Director(s) of Finance and Operations (DFOs) of the departments that your team supports.

In this role, you will:

• Supervise other staff, delegate tasks and projects and monitor work. Conduct performance appraisals; provide coaching, mentoring and take disciplinary actions when required.

• Actively identify and collaborate to develop training tools and programs for staff. Manage and contribute to continuous process improvement and staff development.

• Resolve extremely complex issues escalated from team members and determine if further review is necessary by senior management or key university constituencies.

• Assist team in preparation of complex proposals within parameters of sponsored and non-sponsored research guidelines.

• Oversee and review compliance with proposal guidelines, communicate proposal preparation and submittal process and closeout.

• Serve as subject matter expert on pre and/or post- award research administration. Interpret complex regulations, rules, policies and procedures.

• Manage a portfolio of complex grants and contracts, provide short-term backup coverage.

Additional duties:

• Onboard new staff; build and support a cohesive and productive team; delegate tasks and projects; manage team workload volume; monitor the timely and accurate completion of work; mentor and manage staff; develop staff-centric development plans and identify tools/resources to promote success; conduct performance appraisals and ongoing assessments.

• Identify staff training, performance, and development needs; participate in and refer staff to training; work with ERA Training Specialist and other resource providers to develop training tools and programs; ensure the continuous improvement and development of team members in the field of research administration and in customer service, finance and general administration.

• Assist team members in developing proposals for a large and diverse collection of external funding agencies; review departmental proposals for soundness and compliance with proposal guidelines; help team interpret complex regulations, rules, policies, and procedures; provide advice and guidance to ensure the team’s operations comply with policies and guidelines set forth by ERA and the University; oversee the closeout of grants and contracts, periodic updates to files, and distribution of all official notices; provide financial management services to PIs and administrators within the Department.

• Serve as the team’s subject-matter expert on pre-and post-award research administration; keep apprised of the increasing number of complex sponsor requirements; serve as a “working lead” by managing staff and administering a portfolio of contracts and grants; provide short-term backup coverage within the team or other ERA teams during times of heavy workload, absences, etc.; serve as a subject matter expert and resource to other ERA teams.

• Solve complex problems; escalate issues to senior management when necessary; follow up with a resolution; participate in strategic decision-making in ERA; attend and periodically lead ERA’s staff meetings; participate in and/or lead process improvement projects in or on behalf of ERA.

• Serve as the primary point of contact for client departments and their DFOs when escalation or additional review is needed; collaborate with client departments to improve service model and understanding of research administration; participate in training with client departments as needed.

Education & Experience (Required):

• Bachelor’s degree and seven years of job related experience, or equivalent combination of education and experience.

Knowledge, Skills, & Abilities (Required):

• Expert knowledge and fluency of governmental regulations (e.g. FAR, OMB Uniform Guidance, 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.

• Demonstrated ability to develop and manage staff.

Certifications and 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.

Education & Experience (Desired):

• High-degree of proficiency in pre-and post-research administration including financial management; in-depth knowledge of governmental regulations.

• Familiarity managing the research administrative activities for a large number of diverse external funding sources.

• Ability to independently interpret complex policies; direct experience implementing policies throughout a large operation. Experience working successfully with PIs and their administrative staff; mission-driven and able to understand and communicate the importance of research to PIs, departments, and the School; committed to consistently providing excellent customer service.

• Experience hiring, supervising, managing, and motivating staff; ability to effectively delegate and prioritize work and balance workload assignments; ability to manage the completion of a high volume of work, some of which is cyclical.

• Ability to independently meet deadlines; experience holding a position in which being a self-starter was essential; strong organizational skills.

• Demonstrated success in performing meticulous, high-quality, and compliant work.

• Excellent command of written and spoken English; excellent communication skills; strong interpersonal skill including tact, diplomacy, and flexibility.

• Available to work periodically after normal business hours, when such flex hours are necessary to ensure, for example, the successful submission of an important proposal.

• Excellent analytical skills, including proficiency in utilizing and creating spreadsheets (Microsoft Excel).

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,http://adminguide.stanford.edu

Pay Range:

The expected pay range for this position is $132,000 to $161,000 per annum.

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 (https://cardinalatwork.stanford.edu/benefits-rewards) 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.

Why Stanford is for you:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:

• Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture . We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun . Stroll through historic sculptures, trails, and museums.

• Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.

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: 4484

• Employee Status: Regular

• Grade: J

• Requisition ID: 103982

• Work Arrangement : Hybrid Eligible