Research Administrator II
These job functions are not all inclusive nor do they cover the
full extent of the duties performed. Listed are examples of duties
that would be performed. Incumbent will need to be able to develop
and maintain positive relations with the faculty and staff.
Assist during peak periods in the preparation and submission of
proposals to include the following: assess funding opportunities;
assist with the preparation of proposals; review proposals for
accuracy and compliance with Federal, State, Sponsor, University,
and FSHN Department regulations; assist with the development of
budget and budget justification; review proposed budget for
compliance with Sponsor and UF guidelines; check budget details for
accuracy and proper indirect cost (IDC) rates; coordinate
collection of documents needed for submission, e.g., biosketches,
letters of support, etc.; assist with the preparation and
collection of subaward documents; input information into the
University of Florida Integrated Research Support Tool (UFIRST),
Office of Clinical Research (OCR), and / or Sponsor portals and
upload all documents for review, internal routing, and grant
submission; serve as a liaison with faculty, IFAS, OCR, and the
Division of Sponsored Programs (DSP).
This person will need to be able to follow both written and verbal
communications, understand sponsor solicitations, assist faculty in
developing a competitive and timely proposal in accordance with
sponsor guidelines, and understand UF specific proposal
requirements (including documentation and eligibility). Incumbent
will be responsible for submitting the assigned grant proposal,
tracking its progress, and conferring with investigators and campus
administrators to ensure that changes or corrections are made as
Position is responsible for tracking a faculty member’s current and
proposed cost sharing commitments to ensure that the faculty do not
over commit what is available based on his / her assignment.
Maintain an accurate listing of all key personnel and all effort
commitments for such personnel on a Department shared drive. Create
and maintain a spreadsheet of all proposals submitted and for this
document to include status, IDC details, cost sharing (voluntary
and mandatory), subrecipients, budget, equipment, and other useful
information for management. Provide guidance to faculty as needs
are discussed for long term planning.
The primary duties of this position will be post-award management.
This person will provide the first line of post-award support and
be responsible for the related accounting at the direction of the
Department’s Administrative Services Manager. Read and interpret
contracts and other award documents to determine budget, invoicing
schedule, restrictions, and other pertinent information. Maintain
accurate and complete electronic files on a Department shared drive
for each award or agreement.
Document award details in various fiscal spreadsheets. Inform PI
and administrative staff of new awards, changes, and project or
IACUC / IRB end dates that's nearing. Track and review the notice
of awards and modifications, confirm set up is accurate and work
with appropriate personnel to correct errors; provide new award and
budget details to PI and respective lab research coordinator, if
applicable. Interact with Sponsor & UF staff to resolve
problems and correct errors. Ensure the collection of revenue
through accurate presentation of invoices for all IFAS Service
Projects and OCR projects. Evaluate award compliance, such as cost
sharing, human and / or animal use; ensure awards are consistent
and meet standards designed to assist with UF and DSP compliance
policies and procedures.
Update UFIRST as needed. Submit requests for no-cost extensions;
requests to incur costs 90 days before award start date; advance
funding releases; budget transfers, supplemental funding releases,
changes in scope, PI or effort, or budget modifications and
adjustments. Continually ensure proper allocation of expenses to
sponsored research projects. Calculate new IDC amounts for budget
changes as needed per individual situation. Process award
modifications for date extensions, incremental funding, effort
revisions, and other revisions as required. Establish and monitor
subprojects and subcontracts; complete CAS exemptions in UFIRST;
submit IACUC and IRB exemptions when needed.
Review entries in the Faculty Assignment and Effort Reports each
semester to ensure that the data reported is accurate. Work with
Administrative Support Assistant I with decaling equipment and
updating related records at the end of the grant according to
agency and UF agreements. Ensure FDACS requirements are followed
for travel; serve as a liaison with UF C&G & OCR staff,
answer questions and provide documentation as requested.
Oversee the management of the award and its expenditures. Review
back-up documentation to ensure it meets Sponsor, UF, and
Department requirements. Ensure that the expenses meet the Uniform
Guidance, codified at 2CFR 200, issued by the Office of Management
and Budget (OMB) for Federal awards and that costs are reasonable
and allocable for the project. Ensure that travelers use a United
States Flag Carrier (Fly America Act) for all air travel paid for
with Federal funds (Fund 201). Complete Fly America Act Exception
Form if PI requests and submit to UF Travel Office and provide the
approval to the Administrative Support Assistant II to add as
back-up to the related financial transaction (p-card and / or
travel transaction). Inform traveler of status accordingly.
Interact with UF’s various financial systems to approve
transactions. Approve invoice & p-card payments, requisitions
to purchase, and travel expenditures. Review and approve requests
for human subject payments. Review / approve requests for cost
Post projected and actual expenses to sponsored project’s
spreadsheet and monitor balances. Provide financial tracking for
faculty, Administrative Services Manager, and other FSHN staff.
Properly track at appropriate budget level (3 or 5). Maintain the
tracking of cost sharing and effort to ensure they are being met.
Complete monthly reconciliations, bring discrepancies and concerns
to the attention of the Administrative Services Manager to discuss
plan of action to address any issues.
This position needs to support policies, standards, and procedures
on all financial transactions. May be required to define the
policies to faculty, staff, or graduate students; obtain additional
documentation / information regarding an expense; or assess the
need to escalate to next level review.
This person will create / maintain internal office forms, email
& letter templates, and work with the Administrative Support
Assistant I to maintain a manual as it pertains to this position’s
duties. Assist with preparing various pre- and post- award reports,
gather data, customize data fields to meet needs, and explain
In the Administrative Services Manager’s absence, this position
will manage multiple aspects of administrative functions, including
front office, human resources, and financial functions in the
Department. The incumbent would temporarily oversee staff in their
daily operations of their respective assigned area. Positions
include: 1 Student Assistant, 3 Administrative Support Assistant I,
1 Administrative Support Assistant II, and a Human Generalist II.
This may require developing a strategy to resolve issues that arise
in this Manager’s absence. To fulfill this role, this person will
need to be able to resolve escalated problems, be knowledgeable of
the University’s policies and procedures as it pertains to the
different areas (asset management, budget, deposits, grants,
journals, disbursements, procurement, travel) and the different
funding sources and their related restrictions & documentation
requirements. Regular communication will be needed to remain up to
date on department activities. Incumbent will also assist Manager
during peak fiscal periods, such as year-end.
Expected salary range is $55,000 - $60,000, based upon
Bachelor’s degree and two years of experience in grant and contract
administration; or an equivalent combination of education and
Experience at the University of Florida or other University
performing grant management duties is preferred.
Ability to evaluate new technologies to improve work productivity
Ability to assess and help manage the emotions of self and others
while simultaneously exhibiting resiliency, drive, and commitment
Will need the acumen to communicate the financial factors and
implications of decisions made for a sponsored project. Needs to
possess the knowledge of documentation requirements, appropriate
techniques to electronically save and submit documents; and ability
to accurately and thoroughly document in accordance with
established standards. This person needs to possess attention to
Prior experience using sponsoring agency systems for submitting
grant proposals, UFIRST, PeopleSoft, myUF MarketPlace, Enterprise
Analytics, MS Word & Excel, and Adobe Pro. Possess a working
knowledge of the Cost Accounting Standards.
Special Instructions to Applicants:
In order to be considered, you must submit a completed online
application, upload your cover letter, resume, and a list of
Application must be submitted by 11:55 p.m. (ET) of the posting end
FSHN and the Institute of Food and Agricultural Sciences (IFAS) is
committed to creating an environment that affirms diversity across
a variety of dimensions, including ability, class, ethnicity/race,
gender identity and expression. We particularly welcome applicants
who can contribute to such an environment through their
If an accommodation due to a disability is needed to apply for this
position, please call (352) 392-2477 or the Florida Relay System at
(800) 955-8771 (TDD) or visit Accessibility at UF.
This position has been reposted. Previous applicants are still
under consideration and need not reapply.
Health Assessment Required: