Opportunities in the Department of Chemistry

Research Administrator 3

Position Summary: We want you to join the Department of Chemistry as a Research Administrator 3. The Research Administrator will work under general supervision of the Finance & Research Administration Manager and is part of a finance and research administrative team.  The ideal candidate must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. This position supports 14 active Chemistry faculty with about 50 annual research proposals submission and $20 million portfolio including new and renewal awards. This position is responsible for budgeting, planning, forecasting, monitoring, reconciliation, monthly reporting to the faculty, and all pre and post award activity for the portfolios of assigned faculty members and their research groups.

It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to Finance and Research Administration – the ability to translate this information into operational successes will be critical.

The work arrangement is flexible following the initial in-person training and onboarding process. Options for subsequent hybrid work will be evaluated and determined by management.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply by submitting your resume and a cover letter. Thank you for considering employment opportunities with the School of Humanities and Sciences.

In this role, you will:

JOB PURPOSE:

Manage the proposal preparation and/or post award activities for a large volume and diverse set of complex, federal and non-federal sponsored research projects, involving multiple sub-awards, principal investigators, and/or cross-school initiatives.

CORE DUTIES:

  • 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, 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 advice 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.

To be successful in this role, you will bring:

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor's degree and five years of job related experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • 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-doctoral, 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 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.

In addition, preferred requirements include:

  • Experience with both pre and post award sponsored research administration
  • Familiarity with Research.gov and various sponsor portals for their requirements

Events Planner 1

Position Summary: Join the Chemistry Department!  We are looking for an Events Planner 1 to provide operational and administrative support to the Communications & Outreach team.  The Events Planner 1 should be highly motivated, enthusiastic, well-organized, and able to work independently. This is an exciting and innovative opportunity to elevate high-impact events (hybrid) to support faculty and students in the department.

Plan and execute Stanford Chemistry’s high-touch experiential experiences (live, virtual, hybrid), such as seminars, conferences, symposia, corporate recruiting, and other department-related events. Consult with stakeholders and plan logistics, including registration and attendee tracking, presentation and materials support, and pre and post-event evaluations.

Are you a creative professional who is friendly, proactive, and dependable?  A self-starter with strong interpersonal and communication skills?  This is an exciting opportunity to showcase your high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making skills.  The ideal candidate is a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.

In this role, you will:

  • Design, plan, implement, coordinate, and market customized events.
  • Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
  • Serve as a member of an events team and contribute to a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
  • Consult with stakeholders to determine objectives and requirements.
  • Inspect event facilities to ensure they conform to the event needs.
  • Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
  • May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.
  • Utilize and/or maintain complex databases. May use specialized event planning software.
  • May inspect event facilities for maintenance, janitorial and fire safety issues.

To be successful in this role, you will bring:

  • Associate degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated success planning events.
  • Ability to work both independently and as part of a team.
  • Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
  • Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
  • Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
  • Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
  • Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

**Potential for hybrid arrangement**

Finance and Research Administration Manager

Position Summary: We want YOU to join the Chemistry Department!  We are looking for a Finance and Research Administration Manager to lead our financial support team.  This individual oversees the departmental operation and research administration financial portfolios for our faculty.  The core duties identified below articulate the broad span of responsibility and authority this role has.  This position reports into the Director of Finance & Operations and is part of the department managerial leadership team.

The Finance and Research Administration Manager serves the critical function of interfacing with the department’s wide range of stakeholders. This manager has three direct reports and is responsible for the financial integrity of a $30M budget comprised of sponsored research, a service center, an extensive undergraduate program and an operating budget.  Candidates with demonstrated experience in finance, research administration and employee supervision are sought. Advanced degrees and certifications in finance and research administration are preferred.

As a member of the Chemistry Management team and the Chemistry Department, the Finance and Research Administration Manager contributes to the effective and efficient operation of their team and the Department. The team is committed to supporting the mission and goals of the department, which is driven by innovative research, education and collaboration. Each manager is accountable for the success of their direct reports and functional area.  This position is well-suited for a candidate with a creative mind, deep experience in finance, sponsored research, relationship management and has exceptional communication, interpersonal and organizational skills. Coupled with this role is a broad set of responsibilities including the following:

In this role, you will:

  • Manage the work of other employees, make hiring decisions, provide coaching and mentoring, manage performance, contribute to succession planning within area of responsibility.
  • Establish overall objectives and operational direction for the finance and research administration team. Plan, direct, and monitor all budgets for areas of responsibility, and manage business operation and administration of this functional unit.
  • Lead the research administration team in providing post award sponsored research administration, financial portfolio management and related services.
  • Identify and resolve complex issues which may span multiple areas, apply ingenuity and creativity to problem analysis and resolution.
  • Oversee report preparation and analysis requiring the consolidation of multiple, complex financial and statistical data points.
  • Communicate financial policies and procedures; ensure accuracy, completeness, and timeliness for management financial processes and reports.
  • Collaborate with other colleagues on cross functional projects; contribute to solutions that may affect policy changes or the development of new controls or processes.
  • Participate in critical analysis of existing systems, policies, and procedures; recommend and implement approved solutions.
  • Contribute to projects in work area or unit; make decisions determining approach to managing and completing processes.
  • Represent the unit within the departmental leadership team and to external constituencies.

To be successful in this role, you will bring:

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor's degree and six years relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Advanced knowledge of Microsoft Office Suite
  • Knowledge of Oracle or other business financial systems.
  • Solid understanding of financial principles.
  • Advanced oral and written communication skills.
  • Ability to clearly and effectively present information to internal and external audiences, and all levels of management.
  • Strong analytical skills to review and analyze complex financial information.
  • Strong leadership and management skills with previous experience managing people, delegating workload and providing direction/corrections as necessary.
  • Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
  • Demonstrated competency in project management of a high volume of work, some of which is cyclical.
  • If managing sponsored projects, ability to manage post and pre award administration for sponsored projects within his/her unit. Knowledge and fluency of governmental regulations and completion of Cardinal Curriculum level I and II.
  • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
  • Demonstrated experience working successfully with PIs, their administrative staff, and the office of sponsored research and external sponsors. 
  • Demonstrated success in performing meticulous, high quality and compliant work.
  • Ability to interpret complex research and fiscal policies, assimilate information from a wide range of resources and act like a mentor and resource to others.

Communications and Outreach Manager

Position Summary: Join the Chemistry Department!  We are looking for a Communications and Outreach Manager to lead our outreach team. 

The Communications and Outreach Manager serves the critical function of interfacing with the department’s wide range of stakeholders. This position is well-suited for a candidate with a creative mind, deep experience in relationship management and has exceptional communication, interpersonal and organizational skills. Coupled with this role is a broad set of responsibilities including the following:

  • Project lead and creative visionary for more than 100 high-quality events and programs each year including several complex, large-scale lectureships, conferences, and symposia.
  • Conducts follow-up assessments and incorporates lessons learned into future opportunities.
  • Manages the department’s marketing and communication tools including a recently upgraded website and other department social media channels to create fresh and engaging content.
  • Continuously expands outreach efforts by building meaningful connections and relationships with a broad set of stakeholders including students, faculty, alumni, donors, corporate partners, and friends in the Chemistry community.
  • Collaborates with the Director of Finance and Operations to develop a sustainable funding model to support the department’s programs and outreach activities.
  • Supports the Office of Development with efforts in donor cultivation and stewardship.
  • Contributes to the development and communication of department policies as a member of the management team.
  • Exercises financial oversight over 20 PTAs (financial accounts) specific to department events, programs and communications.
  • Hires and supervises support staff and students as needed for various department programs and special projects.

As a member of the Chemistry Managers team and the Chemistry Department, the Communications and Outreach Manager contributes to the effective and efficient operation of the team and the Department. The team is committed to supporting the mission and goals of the department, which is driven by innovative research, education and collaboration. Each manager is accountable for the success of their direct reports and functional area.

In this role, you will:

  • Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function.
  • Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
  • Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
  • May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
  • May direct staff to perform various tasks and assignments. May also supervise staff.

To be successful in this role, you will bring:

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.

Sapp Building Manager

Position Summary: The Chemistry Department is seeking a Building Manager for the Sapp Center.  This position will focus on supporting teaching and learning activities in the Sapp facility and will work under general supervision of the Facilities Manager and as a member of a team of facilities professionals.  Within the Sapp Center, there are 7 instructional classrooms of varying size, 10 teaching laboratories and a Science Library.  The successful candidate will work closely with teaching professionals who also have offices in the facility, as well as a team of facilities professionals supporting the chemistry and biology quad.  Candidates must possess and demonstrate a positive outlook on continuous process improvement while maintaining a team-based and customer-focused mindset. It is critical that this position practice sound judgment in decision-making, effective written and oral communication, maintain strong attention to detail and exhibit respectful relationship management. The successful candidate should have a strong desire to continuously learn new and unfamiliar business topics, keep abreast or all policies and procedures as they relate to building and facilities management, and be able to translate this information into operational success.  This position is a fully on-premises role.