Clinical Research Program Administrator II

Clinical Research Program Administrator II

Date Posted November 8, 2018
Job Type Regular
Hours Per Week 40
PAVIR Job ID CHU1901.19
Salary Range DOE


The Palo Alto Veterans for Research (PAVIR) is seeking a Program Administrator who will be responsible for administration of the Joint Preservation Center, an integrated bench to bedside center focused on improving the clinical treatment of osteoarthritis (OA) and OA prevention.

The Program Administrator will oversee the administrative activities of the center to include integration of center all basic and clinic research activities with clinical care. More information about the center and the Center Director Dr. Constance Chu, can be found here:

The Program Administrator will provide administrative support and manage a variety of grants 6 R01/Merit Review level projects for multiple sites with many clinical and research personnel working on multiple projects and at multiple sites.  The Program Administrator will be the point of contact for administrators at PAVIR, Stanford, and the VA as appropriate for the project. In addition, the Program Administrator will be in charge of various personnel-related matters, purchase and maintain inventory, and manage the budget.

This is a regular, full time, exempt (salary-paid) position.

PAVIR is a nonprofit foundation affiliated with the Veterans Affairs Palo Alto Health Care System (VAPAHCS). As a condition of employment, all PAVIR employees are required to have an approved appointment with VAPAHCS and complete a background check before they can commence work.


General Administration:

  • Integrate Center administration with clinical and research administration;
  • Train and supervise laboratory assistants and students on relevant administrative tasks;
  • Facilitate processing of human resources paperwork for all lab staff, graduate students, and postdoctoral fellows;
  • Oversee the hiring process: review resumes, schedule interviews, facilitate visa process, etc.;
  • Process all With Out Compensation (WOC) paperwork for new center members;
  • Work with PAVIR human resources and Stanford Orthopedic Surgery Department’s to resolve any personnel issues;
  • Manage miscellaneous office tasks, such as answering phone, handling mail, transcribing and editing correspondence and manuscripts, composing routine correspondence, preparing checks and petty cash reimbursements for the lab, scheduling appointments, and updating / maintaining the Center Directors CV.

Manage accounts / grants:

  • Manage the large administrative load of 6 R01/Merit Review level projects at multiple sites with many personnel working on multiple projects (imaging and biological assessments);
  • Be the point of contact for clinical and research administrators at PAVIR, Stanford, and the VA as appropriate;
  • Review and reconcile expenditure statements on a monthly basis in accordance with the current documented allocation method;
  • Resolve any discrepancies in financial accounts or personnel documents;
  • Prepare financial projections for multiple grants monthly to allow for multi-year planning;
  • Develop a spending plan to ensure spending falls within budget;
  • Advise the Center Director of any issues related to lab finances;
  • Identify and assign students and fellows to assist with progress reports;
  • Monitor and administer multiple NIH, VA, and other grants;
  • Ensure expenditure statements are reviewed and approved by the Center Director;
  • Coordinate human subjects and animal protocol approvals;
  • Prepare and submit grant applications and progress reports, research compliance protocols, required reporting, and material transfer agreements.

Lab Administration:

  • Organize lab publications/reprints, lab journal library, and coordinate lab meetings and special seminars;
  • Schedule and coordinate travel/collaborator meetings/required scientific retreats, etc.;
  • Travel between Stanford and VA Palo Alto;
  • Monitor inventory, order lab supplies and materials, and enter receiving information into the system;
  • Monitor safety committee activities and take action as necessary;
  • Develop and maintain an operational manual for the lab to ensure a smooth transition for new hires and minimize potential errors.



  • Required: Bachelor’s degree (or equivalent combination of education and experience) in biology, health sciences, project management or related field;
  • Desired: Master’s degree in a related field.

License/Certification: Valid CA Driver License is required.

Work Experience:

  • Required: 1 – 3 years of experience in a position with similar responsibilities in research, educational environment, and/or project management;
  • Desired: 3 years or more of related work experience. Prior experience with managing NIH and other large grants; familiarity with Stanford and/or the VA strongly preferred. 

Knowledge / Skills / Abilities:

  • Knowledge of Federal Funding Grant Administration;
  • Research, educational environment, and/or project management experience desired;
  • Able to learn VA regulations and procedures regarding research;
  • Knowledge of laboratory safety rules and procedures;
  • Able to work independently using initiative, judgment and discretion in problem solving;
  • Proven capacity to set priorities, coordinate multiple assignments, and follow through within a fast paced, multi-tasked environment;
  • Solid analytical skills;
  • Excellent interpersonal, verbal, and written communication skills;
  • Organized and detail-oriented;
  • Strong time management skills and ability to prioritize workload;
  • Proficiency with Microsoft Word, Excel, and Powerpoint.

Environmental Conditions / Physical Demands:

Physical: Lifting up to 15lbs, sitting, and standing for long periods of time, bending, repetitive motion, etc.

Environmental:  Exposure to office equipment.

PAVIR engages in nonprofit medical research and works with sponsors and the Veterans Affairs Palo Alto Health Care System (VAPAHCS) in administering funds for conducting research to find new and improved ways to combat human disease and help people with disabilities. Please refer to our website for additional information:

PAVIR is pleased to be an Equal Opportunity Employer. Minorities, Women, Veterans, and Individuals with a Disability are encouraged to apply. We welcome and encourage diversity in the workplace regardless of race, color, religion, age, gender, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need special assistance or an accommodation to apply for a posted position, please contact our Human Resources department.


  • Medical Insurance
  • Vision Insurance
  • Dental Insurance
  • Vacation
  • Sick Pay
  • Holidays
  • Life Insurance – paid by PAVIR
  • Long-term Disability Insurance – paid by PAVIR
  • Short-term Disability Insurance – paid by PAVIR
  • Flexible Spending Account
  • 401(k) Retirement Plan with Company Match and Profit Share
  • Employee Assistance Program
  • Commuter Benefit
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