Research Administrator III

Classification Title:

Research Administrator III

Classification Minimum Requirements:

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

Job Description:

The Research Administrator III (RA III) provides professional oversight, guidance, and coordination to sponsored project administrative operations of the Department of Physiology and Functional Genomics. The RA III is responsible for preparing proposals to federal, state, and private funding agencies and providing post-award administration and management for the awarded research funds. They interpret program funding regulations and guidelines, prepare renewals and periodic reports for grant agencies. They coordinate and manage multiparty, complex projects in accordance with University and sponsor regulations, provide policy and procedure interpretation to faculty, and assist faculty with monitoring and preparation of reports to sponsoring agencies. The RA III is the primary contact and liaison for departmental faculty and the UF Division of Sponsored Programs (UF DSP) for pre-award and post-award actions and processes. They maintain close working relationships with UF DSP to facilitate communications between the PIs, the department, and sponsors.

Post-Award Management

Coordinates with UF DSP to establish the projects, subprojects and subawards as applicable when an award is released. Ensures the award is setup in UFIRST accurately and that a combination account code has been established for each project. Prepares CAS exception documents and submits for approval as applicable. Ensures center F&A returns are allocated for each award/project.

Coordinates and reviews sub-recipient documentation required by the sponsor and by DSP, to include SOW, authorized letter of collaboration and/or cost-share commitment, detailed budget, budget justification, and supplementary documents, as appropriate.

Advises PI on university, state and federal guidelines governing expenditures and other post award activities as needed.

Processes initial payroll distributions in PeopleSoft. Processes faculty payroll distributions per effort commitment in UFIRST, taking into consideration over-the-cap salaries. Records initial and any subsequent changes to payroll distributions in the department’s shadow system. Processes retro distributions and payroll cost transfers as necessary. Ensures payroll distributions and cost transfers have been executed correctly.

Updates effort commitment as appropriate each semester. Reviews Effort Reports each semester prior to faculty certification. Effort Reporting assistance includes but is not limited to: reviewing all key personnel commitments and pay distributions for each project each semester, work with the Cost Analysis office to adjust commitments as necessary, coordinate effort certification corrections with the employee, proxy approve any outstanding certifications for faculty/project PI’s that have left the University and are not available for approval, and troubleshoot any other effort issues that may arise.

Coordinates with Principal Investigators for any reporting or requests that may be required by various granting agencies (e.g., RPPRs/non-competing continuations, prior approval requests, no-cost-extensions, etc.). Responsible for coordinating and processing grant transfers for new incoming faculty. Processes all award modifications in UFIRST as needed.

Reviews grant/contract related expenditures to ensure compliance with agency and University regulations. Monitors budget projections on all grants. Anticipates shortfalls/surpluses and notifies Investigators when there are potential issues. Meets with Principal Investigators quarterly to review summary reports, expenditures, and projections. Moves to monthly meetings when there is less than 12 months remaining on the award. Responsible for notifying Department Administrator and PI six (6) and two (2) months before the project end date. Processes appropriate paperwork to close grant/contract as per agency, university and federal guidelines once it has ended.

Pre-Award Management

Responsible for the development of all grant and contract proposals for the department. Works directly with faculty/PI to develop and produce quality proposals. Reviews program announcements and identifies the specific requirements and policies for each proposal. Interprets guidelines or rules and regulations and notifies the Principal Investigator of any potential conflicts with University guidelines or rules and regulations that require special attention.

Prepares accurate budgets (appropriate salary and fringe, tuition rates, subcontract costs, and indirect cost rates) and all necessary application materials. Reviews budgets with regard to pre-award requirements and consideration for optimal post-award implementation.

Provides technical assistance to the PI, including formatting and uploading documents, and enters proposals in UFIRST and/or sponsor portals.

Acts as liaison with departments, colleges, and DSP to ensure all appropriate approvals are achieved.

Coordinates and reviews all aspects of the proposal submission to ensure a thorough and timely submission to DSP for review and submission to the funding agency.

Assists PIs with post submission and Just-in-Time (JIT) requests. Prepares and maintains Other Support pages for each PI.

Keeps up-to-date with all university fiscal policies as it relates to pre and post award and keeps all principal investigators informed of any changes in current rules and regulations. Provides basic accounts payable and human resource/payroll support. Provides backup support for other administrative staff members as needed. Assists with special projects as assigned.

Expected Salary:

$65,000 - $72,000 annually, commensurate with education and experience.

Required Qualifications:

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

Preferred:

• Bachelor’s degree and at least four (4) years of prior experience with grant administration.
• Extensive knowledge and demonstrated experience in grant administration at the department or college level.
• Experience with UF-sponsored research administration and human resources processes preferred.
• Familiar with a variety of agency requirements and procedures regarding pre and post-award administration.
• Working knowledge of accounting principles and cost analysis as it relates to contract and grant management. Must be able to guide faculty/staff regarding appropriate contract and grant expenditures and UF/State/Agency policy.
• Knowledge of PeopleSoft procedures in the areas of grants and human resources. Experience with myUFL, UFIRST, Enterprise Analytics, Microsoft Office, ERA Commons (NIH), and UF fund accounting. Experience with data management and ability to construct or maintain minor databases in Excel.

• The ideal candidate will:

  • Demonstrate strong analytical abilities, with the capacity to synthesize complex information from multiple sources and interpret guidelines and data with sound judgment
  • Possess solid mathematical and financial acumen
  • Manage multiple projects simultaneously, effectively prioritizing competing demands and meeting critical deadlines with accuracy
  • Communicate clearly, professionally, and diplomatically—both verbally and in writing—across all organizational levels
  • Exhibit strong interpersonal skills and the ability to build and maintain effective working relationships with internal and external stakeholders
  • Show initiative and accountability by working independently, taking ownership of problem resolution, and following issues through to completion
  • Remain adaptable and composed in a dynamic environment, balancing shifting priorities and responsibilities

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume

This position is being reposted. All previous applicants are still under review and need not reapply.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No