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Grants Manager

Dean of Research, Stanford, California, United States

New

Finance

Post Date 3 days ago

Requisition # 107909

This position is based on Stanford’s main campus, with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need.

The **Geballe Lab for Advanced Materials** (GLAM) is a transdisciplinary Independent Laboratory within the Office of the Vice Provost & Dean of Research, which spearheads innovative and high-impact research in bio-inspired materials, sustainable energy, quantum science, and electronic systems. With 32 faculty and ~250 students, postdocs, and scientific staff across six departments – primarily **Physics** , **Applied Physics** , and **Materials Science & Engineering** – GLAM’s research portfolio is large, complex, and highly-heterogeneous, producing and reproducing strong relationships with many Stanford departments and administrative units, **SLAC** , and federal and non-federal sponsors. As GLAM gradually expands its community-led programming for interdisciplinary and social collaboration, it relies upon 17 high-performing administrative staff to comprehensively support its researchers, trainees, visitors, and campus partners.

POSITION SUMMARY

GLAM seeks an ambitious, communicative, and detail-oriented Grants Manager (Research Administrator 2) to spearhead pre-award and post-award financial and compliance efforts for a complex and highly-active research portfolio. Reporting to the **Assistant Director of Research Administration** , and with a dotted-line reporting line to the **Managing Director** , the Grants Manager will join an interdependent and highly-collaborative team of four other research administrators, who altogether forge a robust administrative structure that fosters high-risk, high-reward research initiatives. The incumbent will work independently alongside GLAM faculty and trainees and will collaborate transparently and meaningfully with senior and junior staff from across many university units on budget development, financial management, proposal submission, award management and reconciliation, reporting, and policy communication.

A successful candidate should possess prior experience in grant development, financial accounting, and/or budget management. Further, a successful candidate must have a growth mindset, commitment to optimism and flexibility, and strong emotional intelligence; they must demonstrate an eagerness to flexibly collaborate with academic and administrative personnel in order to contribute to GLAM’s mission of inclusive research excellence.

To foster the strongest possible administrative learning community, GLAM is eager to train employees who enter the position without all of the qualifications or requisite prior experiences; a candidate’s motivation to learn, grow, and self-reflect counts for a lot. Therefore, GLAM may consider an equivalent combination of knowledge, skills, attitude, education, and experience to meet the minimum qualifications detailed below. If you are interested in applying, we encourage you to think broadly about your background and skill set, how you can actively grow and learn to become a stellar research administrator, and how you can contribute to GLAM’s success.

CORE DUTIES

Pre-Award (40%)

+ Support5-7 seniorfaculty in preparing administrative components of grant proposalswithin the parameters ofgoverning federal and institutionalguidelines. Oversee and communicate submission processes; review documents for completeness and compliance, and regularly communicate timelines and needs to faculty and administrative colleagues.

+ Draft financial budgets,budget justifications, and other narrative documents required for the proposal submission. Review budgets for GLAMfacultyparticipating in proposals submitted by other Stanfordacademic and administrative units, and verify compliance with allapplicablerequirements.

+ Understand, apply, and advise on university and government policies. In order to maintain mastery of sponsor policies and expectations, continuously seek opportunities for training and skills development offered by Stanford and external institutions.

+ Perform initial compliance review for proposals, often withinabbreviatedtime frames. Ensure proposals are fully compliant with and responsive to extramural sponsor requirements and guidelines; communicate clear, concise feedback regarding necessary revisions. Verify that compliance requirements are met, and that necessary internal forms are provided prior to proposal submission.

+ Review responses to pre-award information requests from agencies, including budget revisions, compliance documentation, updatedCurrent & Pending Supportstatements, and other revisions and clarifications as required by sponsors.

+ During proposal review, at the time of award, and as otherwise determined by business needs, review Current & Pending support documents and work with researchers to reconcile discrepancies.

Post-Award (40%)

+ Review and approve expenditures on existing awards, advise on post-award spending and commitment activities, and provide accurate and routine projections and forecasts on accounts to ensure that faculty are knowledgeable about their financial resources and future options.

+ With the **Office of Research Administration** ,ensure that awards are set-up properly and cost-sharing requirements are tracked and fulfilled; initiate cost transfers, andfacilitateinbound and outbound subawardprocesses.

+ Participate in contract closeout processes; submit final reports and certificates. Compile information and documents for audit inquiries.

+ Support regular reporting requests, perform quality assurance review of data records, and collaboratively build and evaluate GLAM systems to maintain such records and utilize data in response to a wide variety of reporting needs.

+ Trackdeliverables and interpret award conditions for the PI and administrators.

+ Log and file submitted progress reports and notify researchers of overdue progress reports.

Facilities Finance & Special Projects (20%)

+ Collaborating closely with one other **Grants Manager** , the **Facilities Manager** , and **Managing Director** , support the billing, financial accounting, and faculty communications for GLAM’s in-house gaseous and liquid nitrogen system. Translate vendor expenses into monthly billing statements, process charges to faculty-owned accounts, pull reports and conduct exacting analyses of historic trends, troubleshoot issues as they arise, and strategize system, financial, and communications efforts that best support interdisciplinary research and save faculty time. Undertake additional special nitrogen-facing projects as directed by the **Managing Director** .

+ Manage GLAM’s participation in the **Stanford Science Fellows** program, involving account and labor schedule set-ups, quarterly account projections and analyses, and year-end forecasting, reforecasting, and reimbursements.

+ Stay abreast of frequently-changing sponsor guidelines and application systems, including Research.gov, PIMS, and Workspace, and maintainworkingknowledge of ever-changing and emergingresources available for proposal preparationand financial tracking.

+ Participate in and contribute to process improvements aimed at increased organizational efficiency and optimized support for GLAM investigators, potentially including designing new systems and procedures, authoring internal communications, serving on Stanford committees, and brainstorming new programs.

+ Serve as an as-needed back-up to other research administrators during vacations, leaves, and other periods of time away from the office, in order to ensure continuous and reliable support to GLAMresearchers.

+ Other strategic initiatives and special projects as assigned byGLAM’s **Faculty Director** , **Managing Director** , and **Assistant Director** , and by assigned faculty.

MINIMUM REQUIREMENTS

**Education & Experience:** Bachelor's degree and three years of job-related experience, or combination of education and relevant experience.

Technical & Operational Abilities:

+ Quantitative competency and comfort, particularly in budget development, reporting and analysis, and “reading” reports prepared by others.

+ Strong financial accounting skills, and a constantly-updating knowledge of generally-accepted accounting principles.

+ Advanced knowledge in Microsoft Excel or other spreadsheet technologies, complemented by an eagerness to learn new technologies intended to structure and/or streamline existing operational workflows.

+ Ability to understand, interpret, and communicate policies and procedures as directed by the federal government, private sponsors, and/or the university.

+ Strong organizational skills, including comfort with learning and deploying new and emerging technologies for project management, data analysis/reporting, and general collaboration and team communication.

Leadership & Interpersonal Abilities:

+ Exceptionally high levels of personal responsibility and proactive problem-solving.

+ Demonstrated ability to earn and maintain trust from faculty, trainees, staff, and university leadership in navigating complex, complicated, and often unforeseen situations. Ability to cultivate strong collaborative relationships and eagerness to anticipate faculty needs.

+ A credible commitment to a “growth mindset,” and to professional development, self-reflection, career planning, and collaborative communications.

+ Unrelenting optimism and solutions-orientation, plus a commitment to motivate and influence others towards achieving common goals in stewardship of GLAM’s research excellence.

Certifications & Licenses:

+ **CRAFT** Levels I & II must be completed within a reasonable timeframe in order to remain in this position.

Desired Qualifications:

+ Graduate degree preferred, but not required.

+ Demonstrated ability to collaborate effectively with many stakeholders, including researchers of all career levels, executive leadership, government employees and federal civil servants, and external partners.

+ Experience with complex budget preparation for government and/or non-profit agencies.

+ Highly-skilled in Microsoft Office, particularly Excel; must be comfortable with pivot tables and charts, and be able to envision new ways to structure information to enhance communication and understandability.

+ High level of discretion and good judgment, independent motivation and initiative, integrity, trustworthiness, diplomacy, respect, flexibility, and team collaboration.

+ Excellent time management, computer, and communications skills.

+ Ability to thrive in a fast-paced environment.

+ Flexible willingness to work during non-standard hours, as determined by project deadlines and in discussion with the **Assistant Director** .

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. Rarely lift, carry, push, and pull objects weighing 11-20 pounds.

+ Occasionally stand, walk, grasp forcefully, use a telephone, write by hand, and sort and file paperwork or parts.

_* 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._

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** .

The expected pay range for this position is $100,653 - $110,000 annually.

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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.

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.

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. Our **culture** and **unique perks** empower 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!

Additional Information

+ **Schedule: Full-time**

+ **Job Code: 4482**

+ **Employee Status: Regular**

+ **Grade: H**

+ **Requisition ID: 107909**

+ **Work Arrangement : Hybrid Eligible, On Site**