Job Title: Research Administrator 2 Exemption: Exempt
SCHOOL/UNIT DESCRIPTION: Kavli Institute for Particle Astrophysics and Cosmology was founded in 2003 to explore new fronts and challenges in astrophysics and cosmology. We bring the power of theory, computation, experiments, and observations to bear on these questions. We are a broad community of more than 150 scientists with diverse interests in astrophysics and cosmology. Our efforts are organized as the Kavli Institute for Particle Astrophysics and Cosmology, or KIPAC, one of 19 independent laboratories, centers, and institutes of Stanford University. Initiated with a generous grant from Fred Kavli and The Kavli Foundation, KIPAC is housed at the SLAC National Accelerator Laboratory and in the Physics & Astrophysics and Varian Physics buildings on the Stanford campus. The institute is funded in part by Stanford University and the United States Department of Energy.
Our VPDoR Diversity Journey: * We create a hub of innovation through the power of diversity of disciplines and people. * We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. * We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. * We promote a culture of belonging, equity, and safety. * We embed these values in excellence of education, research, and operation.
POSITION SUMMARY: The KIPAC Institute in partnership with the Vice Provost and Dean of Research is seeking a Research Administrator 2 to join the KIPAC Institute team and is responsible for pre and post award research administration of sponsored projects. Reporting to the Director of Research Administration and compliance in the Vice Provost and Dean of Research office, the RA works independently and collaboratively with KIPAC faculty and staff as well as staff from other University departments (central and academic) on matters of financial management, funds monitoring, grant/contract proposal submissions, award reconciliation and reporting.
CORE DUTIES: * Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines. Oversee 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 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 effective forecasting and decision aides. * Participate in contract closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries. * Understand, apply, and advise on university and government policies for projects. * Serve as a resource on subject area and overall technical resource to principal investigator and other university staff. * Participate in and contribute to process improvements. Lead other staff in group projects * May participate as a mentor and provide cross-training as needed.
MINIMUM REQUIREMENTS: Education & Experience: Bachelor's degree and three years of job-related experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities: * Knowledge of governmental regulations. * Ability to understand, interpret, and communicate 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. * Ability to complete Cardinal Curriculum I and II within first year in role. * Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting. * Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications. * Competency in project management. * Extreme attention to detail. * Ability to work well independently, but also to seek or offer assistance when needed. * 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 and Licenses: * Cardinal Curriculum I and II must be completed to remain in this position.
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 the job.
WORKING CONDITIONS: * This position is not remote. However, hybrid work may be considered, but is not guaranteed, for this position.
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.
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