Research Admininstrative Assistant

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Pre-Award & Post-Award Assistance: Provides assistance with entering Outside Sponsored Grant Proposals in UFIRST - documented guide sheet provided as assistance. Assists with recording, logging and tracking Grant related Assets in coordination with the Asset Manager. Reconciles 211 fund cash accounts & 201/209 Traditional Sponsored Grants as assigned by Research Administration Manager. Additional review provided by Research Administration Manager regarding reconciling. Upload 201 & 209 monthly reconciliations to SharePoint. Effort Spreadsheet update: daily update to reflect extension effort changes. Assists at Level 1 with Effort Review, record extension faculty related to other department awarded grants through maintaining recording file. Grant Invoice tracking for County Grants and Traditional Grants: track invoicing processed by C&G to ensure no invoicing was missed. Responsible for the Pesticide Quarterly reporting of Exams and ensuring timeliness of Quarterly Invoicing to FDACS Purchasing Responsibilities: Classifies, prepares, and records the purchasing / fiscal transactions for Extension. Assists Grants Team with purchasing log. Logs transactions, reviews and updates as needed, daily. Responsible for approval all grant related requests and charges in UFGO. Prepares invoice for upload into Marketplace Voucher Invoicing. Records document information on transaction log. Sort the unassigned queue in Marketplace. Process Agreements and Contracts through the use of Intake Forms with oversight from Research Administration Manager. Additional follow-up required. Assists with acquisition and reporting for sponsor funded equipment and materials while maintaining records. Additional dues/projects as assigned: Prepares Journal Entries as assigned Provides assistance and works in coordination to involve office operations and communications. Common clerical duties include greeting and routing visitors, answering telephone calls, composing routine “form” correspondence, operating office equipment, maintaining files, ordering office supplies on approval from Research Administration Manager, and sorting and distributing mail. Any other duties as assigned by the Research Administration Manager Provide office support within business services, as well as county offices. Attend workshops, meetings, trainings, etc, as recommended and/or required.

Expected Salary:

$16.55-$26.39/hourly, commensurate with experience

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

• Knowledge of myUFL and fiscal procedures
• Ability tow work with account reconciliation processes
• Knowledge of UF PCard rules and regulations
• Interact with faculty, administrators, staff and students in a professional manner
• Knowledge of data management systems, spreadsheets and word processing
• Comfortable working with office practices and procedures, principles and techniques of effective verbal and written communications, and basic arithmetic
• Able to meet deadlines and work independently by organizing and coordinating work assignments in a cohesive plan.

Special Instructions to Applicants:

SUPERVISION

This position is expected to work independently with minimal supervision. Instruction is provided as needed or when requested to ensure compliance with job responsibilities and understanding of tasks.

NORMAL WORK SCHEDULE

Monday thru Friday, 8AM-5PM

OTHER CHARACTERISTICS OF THE POSITION

Demonstrate commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.

POLICY MAKING AND/OR INTERPRETATION

Provide policy input as needed to establish appropriate business practices. Interpret UF, Federal, State and other agency policies in order to comply with rules and regulations.

PROGRAM DIRECTION AND DEVELOPMENT

This position will work as a team member to develop and plan appropriate programmatic initiatives.

COMMUNICATION

This position will have daily communication with individuals inside the organization and outside the organization at the local, county, state and perhaps federal level.

MONETARY RESPONSIBILITY

This position provides responsible assistance regarding our grants team that oversee funds related to sponsored projects and related cash accounts. Errors could lead to lost revenue and damage to federal, state and county relationships.

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA

This position will have access to some sensitive and confidential data and must be trustworthy.

CREATIVITY, STRATEGY AND LEADERSHIP

This position is considered an integral position within the office structure, advising & collaborating on initiatives and goals unit wide.

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

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

This position is Time-Limited.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required: No