Program Manager, Limited Submissions and Seed Grant Programs

88905 Requisition #

Job Title: Program Manager, Limited Submissions and Seed Grant Programs (ASA2)
Job Code: 4122
Grade: J
Exemption: Exempt



Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. 


The Stanford Research Development Office (RDO) is a brand new, central research development office, housed within the Office of the Vice Provost and Dean of Research (VPDoR) and led by the Director of Research Development. VPDoR provides guidance and support to facilitate, nurture, and safeguard a thriving research ecosystem. The newly founded RDO aims to strengthen competitiveness of collaborative research proposals from Stanford faculty through project-opportunity alignment, early preparation, and proposal development support. RDO supports research teams from across the University, with an emphasis on multi-PI, multi-disciplinary, large, complex or strategic proposals. 


Join us as the Program Manager for Limited Submissions and Seed Grant Programs (Program Manager) as we are building a team of 4-5 collaborative, talented and dedicated staff from the ground up. This is an exciting time for Research Development (RD) at Stanford, with a unique opportunity to help shape the direction of our office. We complement RD support that already exists locally within Stanford at some of the Schools, extending the reach of RD across the University and creating new services. We aim to sustain a culture of integrity and operational excellence and we celebrate diversity of individuals and ideas. We operate on the basis of accountability, collaboration, empowerment, equity and inclusion, growth and adaptability, and open communication. 


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.



As one of the first hires into the office, you will have the opportunity to help fine-tune and define our programs, processes and new RD activities. Under limited supervision by the Director of Research Development, the Program Manager will manage and coordinate the Limited Submissions program and select Seed Grant programs that fall under the purview of VPDoR and the Stanford RDO. Limited submissions are funding opportunities that limit the number of applications an institution may submit. Seed Grants are small, internally-competed awards to encourage and enable new or targeted research and proposal related activities. In addition, the Program Manager will contribute to the RDO efforts on dissemination of other funding opportunities of strategic importance. These functions are University-wide and critical to the research funding across campus, with high visibility and a simultaneous need for confidentiality. 


While actual application review of internal applications is done by faculty review committees, the Program Manager will be responsible for analysis of funding opportunities, policies and review processes; planning for strategic outreach and dissemination; process design, review and recommendations; and administrative support of the programs. This position thrives through operational excellence and customer service in an academic environment. In addition, this position frequently interacts with University leadership and requires skillful relationship building with external sponsors, Stanford faculty, and departmental research support staff across different schools.


Please note that due to current COVID-19 safety measures, our office is working fully remote through Spring 2021. Once COVID-19 safety measures are no longer applicable, this position will be based on the Stanford campus and will be considered for an option of telecommuting, subject to satisfactory job performance.


For consideration, applications must include, as separate documents, a letter of interest and a resume. This position will remain open until filled, with a first review date of April 15, 2021.



  • Identify, evaluate, and manage internal selection processes - from dissemination of opportunity to notification of outcome - for limited submission funding opportunities from various funders (with exception of NIH and clinical opportunities, which are managed by the Stanford School of Medicine), using various funding opportunity databases and technology platforms as appropriate (e.g.,, Pivot, InfoReady). This will be your main core duty and is expected to take 50-60% of time.
  • Draft the calls for proposals for select Seed Grant programs and manage the associated application processes, using technology platforms as appropriate (e.g., Stanford SeedFunding platform, InfoReady). Assist the Director of Research Development with creation and evaluation of novel Seed Grant programs.
  • Manage and support the faculty-led review processes.
  • Maintain and build relationships with the Faculty Review committee and contacts in the Provost Office, Corporate and Foundation Relations (CFR), School Development Offices, Office of Sponsored Research (OSR), School of Medicine Research Management Group (RMG), Engineering Research Administration, etc.
  • Serve as point of contact for external sponsors and internal stakeholders. Function as the resident expert, responding to inquiries for both Limited Submissions and the select Seed Grant programs.
  • Help identify appropriate audiences and create and distribute announcements through various channels, including key staff contacts at each of the Schools, listservs, website, and newsletters. Be responsible for accurate and up-to-date information related to funding opportunities on the website and within the applicable technology platforms/application systems. 
  • Take a lead role in technical distribution (for example, by managing newsletter or listserv software) of other sponsored funding opportunities of strategic importance to the RD mission of the office, collaborating with other RDO team members on identification, summary and strategy.
  • Consult with external sponsors to clarify program announcements and policy. Work closely with Stanford policy offices (OSR, VPDoR Research Administration and Compliance, CFR, and others) to ensure University policies are compatible with sponsor policies.
  • Educate the campus community about the limited submissions workflow (webpage, FAQs). Provide training and guidance to University applicants and reviewers on the processes and technological platforms (e.g., InfoReady, Pivot, XSearch) related to Limited Submissions, Seed Grant programs and Funding Opportunities.
  • Track and maintain record of processes, including numbers of calls evaluated and posted, numbers of applications received, review processes coordinated, etc. Analyze and report on data, including per sponsor or per school, department, or discipline.
  • Periodically evaluate the program processes for efficiency and user-friendliness, including use of technological platforms (e.g., InfoReady, SeedFunding) to support the announcement, application, review, and notification processes. Discuss recommended improvements with the Director of RD, interface with vendors and technical experts of platforms, and help implement agreed upon improvements.
  • Occasionally assist with other activities within RDO and VPDoR, as needed and appropriate.



  • Relevant subject matter knowledge that may include, but is not limited to knowledge of funders, funding opportunities, proposal submissions, pre-award sponsor requirements, and technology platforms.
  • Prior experience with managing proposal selection processes.
  • Prior experience working in an academic environment with faculty and staff.




Education & Experience:

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


Knowledge, Skills and Abilities:

  • Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
  • Demonstrated ability to operate in a service-oriented way, with dedication, follow-through, and team spirit.
  • Demonstrated attention to detail, critical analysis, problem solving, initiative, creativity, judgment and decision-making skills.
  • Demonstrated solid planning and organizational skills.
  • Demonstrated ability to work independently, as a self-starter, and collaboratively as part of a team. 
  • Excellent interpersonal, written and oral communication skills.
  • Ability to use discretion and maintain confidentiality. 



  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 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.



  • 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,



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!


The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.


Previous Job Searches

My Submissions

Track your opportunities.

My Submissions

Similar Listings

Dean of Research, Stanford, California, United States

📁 Administration

Dean of Research, Stanford, California, United States

📁 Administration

Dean of Research, Stanford, California, United States

📁 Administration