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:

This position provides support to faculty and research teams within the Department of Medicine, one of the largest departments in the University of Florida’s College of Medicine. The Research Administrator III responsibilities include proposal preparation, developing and managing complex proposals to federal, state, and private funding agencies, and ensuring compliance with university and sponsor regulations and guidelines. The position also provides post-award financial management activities for complex research funds, payroll and effort support, preparation and monitoring of reports to sponsoring agencies, research administration documentation, and processing of routine sponsored project transactions. The Research Administrator III provides policy and procedure interpretation to faculty, units, staff, and research administrators.

The successful candidate will be a highly qualified, detail oriented, and motivated individual with the ability to manage multiple priorities, work collaboratively within a team environment, building relationships with and providing responsive customer service to faculty, staff and research administration partners. The candidate will possess foundational knowledge of research administration processes, university systems, and applicable policies, with the ability and willingness to develop expertise in sponsored research management.

Essential Functions; 

Proposal Development and Pre-Award Support. Collaborate with Principal Investigators (PIs) to develop and submit complex proposals for federal, state, and private funding agencies. Provide training and resources on proposal preparation and submission processes, provide expert guidance and technical assistance throughout the proposal development process. Review and interpret Requests for Proposals (RFPs) to identify sponsor requirements. Assist in the preparation of accurate budgets and documentation for each proposal. Coordinate the collection and review of required documentation from subrecipients, including statements of work, letters of collaboration, cost-sharing commitments, detailed budgets, and budget justifications. Ensure proposals meet sponsor and university guidelines, including formatting, multi-project/multi-party budget preparation, and documentation requirements. Identify potential issues with proposals and provide recommendations for resolution. Enter and manage proposal data in UFIRST, ensuring accuracy and completeness. Oversee the submission process, ensuring timely and thorough submission to the Office of Research.

Post-Award Management and Compliance. Review grant and contract award terms and conditions to determine budgetary requirements, restrictions, invoicing schedules, and other details. Actively participate in the negotiation of award terms with sponsors to secure favorable conditions in line with university policies. Coordinate with Contracts & Grants and other central university offices for proper processing and acceptance of awards. Oversee the financial management of complex grants and contracts, ensuring expenses are allowable, allocable, reasonable, and consistent with sponsor regulations. Monitor grant spending, provide budget revisions, and process no-cost extensions as needed. Prepare and submit financial reports to sponsors, PIs, and departmental administrators. Collaborate with PIs, department administrators, sponsors, and university offices to resolve financial and administrative issues. Address and correct errors in fund management, ensuring compliance with sponsor financial guidelines. Assist with project close-out, including transferring residual accounts and reconciling expenditures.

Financial Analysis and Reporting. Analyze project expenses, develop cost projections, and provide financial tracking to ensure fiscal control. Regularly monitor expenditures to identify potential budget overruns or savings. Prepare and submit accurate financial reports to PIs, departments, and sponsors. Ensure timely invoicing and collection of revenue, accurately presenting invoices to sponsors.

Liaison and Communication. Serve as the primary contact and liaison for departmental faculty and staff, as well as the Office of Research, regarding pre-award and post-award processes. Facilitate communication between PIs, departmental administrators, central university offices, and external sponsors. Develop and maintain strong working relationships with faculty, research administrators, and other campus departments. Promote a customer-service-oriented approach in all interactions, ensuring a supportive and responsive environment for research administration.. Assist in preparing for internal and external audits of sponsored projects, ensuring accurate and complete documentation. Participate in committees, task forces, or working groups related to research administration, compliance, or process improvement. Engage in ongoing professional development activities to enhance knowledge and skills in research administration by participating in workshops, seminars, and other educational opportunities to enhance the knowledge and skills of research administrators. Stay updated on regulatory changes and provide guidance to PIs and departmental administrators. Stay informed of best practices and emerging trends, applying new knowledge to improve processes and services.

Assist the Assistant Director of Research Administration with maintaining departmental research administration process, including grant records, data management practices, electronic filing documentation. Prepare and maintain reports and supporting documentation to facilitate accurate and timely information retrieval and decision-making. Maintain accurate and organized records of all sponsored project activities, including proposals, awards, financial reports, and correspondence. Ensure records are stored in compliance with university and sponsor requirements.

Other Duties as Assigned. Perform other duties as assigned to support departmental research administration operations and team objectives.

Expected Salary:

$80,000 - $83,000 annually 

Required Qualifications:

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

Preferred:

The ideal candidate will have at least 5 years of prior experience with pre and post award grants management.
Ability to work independently, analyze and solve problems, exercise sound judgment, and prioritize tasks effectively based on organizational needs and deadlines.
Advanced knowledge of sponsor regulations (including OMB Uniform Guidance, 2 CFR Part 200), State of Florida policies and University of Florida procedures related to sponsored research administration.
Experience with PeopleSoft (MyUFL), Workday, UFIRST, Microsoft Office Applications, particularly Excel, Word, PowerPoint.
Strong verbal and written communication skills with the ability to build relationships across faculty, staff, and funding agencies.
Demonstrated commitment to providing exceptional customer service through responsive, professional, and collaborative interactions with faculty, staff, sponsors, and other stakeholders.
Experience developing and delivering training to faculty and staff in both individual and group settings.
Commitment to professionalism, integrity, and service excellence.

Special Instructions to Applicants:

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

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

Health Assessment Required:No