Research Administrator II

University Of Florida Gainesville , FL 32601

Posted 2 months ago

Classification Title:

Research Administrator II

Job Description:


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 needed.

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 transfers.

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 results.

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:

Expected salary range is $55,000 - $60,000, based upon experience.

Minimum Requirements:

Bachelor's degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.

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Research Administrator II

University Of Florida