Employer: Stanford University
Location: Stanford, CA, United States
Category: Finance
Job function: Research Administrator
Workplace type: Hybrid
Contract type: Regular
Grade: H
Posted 2026-10-02
Work Schedule
Hybrid work arrangement with 2 days per week on-site with hours of operation from 9am to 5pm. Some weeks will require on-site work for four or more days.
Budgeted Salary
The expected pay range for this position is $77,120-$114,000 per annum.
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.
Position Summary
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.
Interested candidates must submit a cover letter and resume to be considered for this position.
Preferred/Desired Qualifications
- Strong subject matter knowledge and expertise relevant to the position's areas of responsibility.
- Excellent planning and organizational skills, with the ability to establish priorities, manage multiple projects, and meet time-sensitive deadlines.
- Excellent written and verbal communication skills, with the ability to communicate clearly and effectively with diverse internal and external audiences.
- Strong interpersonal, relationship-building, negotiation, and customer service skills, with the ability to work effectively and diplomatically with a wide range of stakeholders.
- Strong analytical, critical thinking, and problem-solving skills, with demonstrated sound judgment, initiative, creativity, and decision-making ability.
- Excellent attention to detail and accuracy.
- Competency in project management.
- Excellent analytical skills; demonstrated proficiency in Excel and web-based tools.
- Ability to work effectively both independently and collaboratively as part of a team.
Certifications and Licenses
- Cardinal Research Administration Foundational Training must be completed to remain in this position.
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 Education and Experience
Bachelor's degree and three years of job-related experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities
- Basic 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 Research Administration Foundational Training (CRAFT) 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.
Certificates and Licenses Required
Cardinal Research Administration Foundational Training (CRAFT) I and II must be completed to remain in this position.
Certified Accountant or Auditor or similar credential desired.