Research Administrator II

Research Administrator II

Job no: 540690

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Grant or Research Administration

Department: 15040000 - DCP-LANDSCAPE ARCHITECTURE

Classification Title:
Research Administrator II

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

Job Description:
Research Project Administration:

Coordinates projects within the college/school/department for sponsored projects in accordance with university and sponsor regulations and provides policy and procedure interpretation to academic departments. Assists in preparation of reports to federal and sponsoring agencies. Supports all aspects of a grant or contract award lifecycle including proposal submission, award set-up, award management, and assistance with closeout activities by providing analysis and comprehensive administration.

Works as primary contact and liaison for departmental faculty and staff and the Division of Sponsored Programs (DSP) for pre-awards and post-award actions and processes.

Grant Pre Award:

Provides pre-award support which includes reviewing requests for proposals (RFP) and identifying the specific requirements and policies are met while ensuring the policies are within or consistent with those of UF.

Responsible for overseeing the development and preparation of sponsored program applications, preparing and editing budgets, budget narratives, and supplementary documents, as appropriate ensuring all application directives are met and responded to appropriately under strict deadlines.

Includes formatting and uploading documents, entering proposals in UFIRST, and coordinating and reviewing all aspects of the proposal submission to ensure thorough and timely submission to DSP for review and submission to the funding agency.

Works closely with Faculty to prepare budgets that include the calculation of personnel salaries, project expenses, and administrative & facilities costs.

Works with various electronic proposal systems (such as UFIRST, Grants.gov, Research.gov, etc.) and core UF offices.

Grant Management:

Processes modifications in UFIRST for all project changes, distributions, increments, monitoring sub-awards, center designations, modifications, Cost Accounting Standards (CAS) exemptions, requests for no cost extensions, carryover, re-budgeting requests, changes in scope, and other changes to the award.

Guides and assists Faculty through budget revisions, no-cost extensions, and/or related materials, as necessary and process changes in a timely manner.

Acts as a liaison, meeting/communicating regularly with Faculty, business administrators, and core offices regarding award management and advise Faculty and Staff on changes in sponsored research policies

Analyzes expenses, develops cost projections, and provides financial tracking and fiscal control to fulfill monthly reconciliation reporting requirements for 201 & 209 projects and works with the financial manager to reconcile monthly transactions on 211 and 212 funds. Updates monthly Principal Investigator (PI) reports and presents them to Faculty on a regular basis with MyInvestiGator, UFIRST, and Enterprise Reporting.

Reconcile and manage all grant accounts and prepare financial reports and supporting work papers for variety of accounts based around post-awarded contracts and grants. Implement awarded budgets into university financial system and work closely with faculty and PI for revision of budgets when required, no-cost extensions, compliance and training expirations and renewals; reporting; and cost analysis. Provide information as needed to your supervisor, Chairs, Dean's office or other areas in the College and around campus.

Grant Post Award:

Releases awards in UFIRST including subawards and subprojects, center declarations, effort and commitments.

Assists in the transfer of grant funds from other institutions for all new Faculty.

Works with UF Division of Contracts & Grants (C&G) to close-out projects and confirm PI fund distribution accounts.

Assists on grant transfer for Faculty who are leaving UF.

Fiscal and HR:

Works with the Fiscal and HR Administrators to process and approve purchases, travel expenses, and hires on any research related funding. This may include approving travel, invoices, purchase orders and anything other transactions occurring on research funding as well as approving the cost of hiring an employee on grant funding.


Other duties as assigned

Expected Salary:
$62,000-65,000

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

Preferred:

• Extensive knowledge of University of Florida, State, and Federal rules, regulations, policies and procedures pertaining to grant and research contracts.
• Comprehensive knowledge of the grant proposal process and experience with using multiple research programs such as UF's UFIRST system. research.gov and/or grants.gov preferred.
• Ability to interpret and apply grant & contract guidelines and regulations.
• Must be able to work independently with demonstrated problem-solving skills and attention to details.
• Excellent verbal and written communication skills.
• Skilled in the use of operating systems such as Microsoft office, and Adobe and have the ability to learn new operating systems.

Special Instructions to Applicants:
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.

Health Assessment Required:No

Advertised: 22 Jul 2026 Eastern Daylight Time

Applications close: 12 Aug 2026 Eastern Daylight Time

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