Research Administrator III - Office of Research

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 College of Medicine Office of Research is hiring a Research Administrator III (RA III) to provide advanced professional oversight, strategic guidance, and comprehensive administration of sponsored projects across an as part of our Excellence in Research Management team. This RA III manages not only individual transactions but also formulates strategies and administers policies and processes to support the department’s research programs.

The RA III serves as the primary contact and liaison between departmental faculty, the UF Division of Sponsored Programs (DSP), and external sponsors for all pre-award and post-award activities. This position collaborates with department and college leadership to develop and implement research administration policies, procedures, and best practices; facilitates compliance from award inception through closeout; and provides strategic advice on risk management, complex funding mechanisms, and faculty effort allocation. The RA III operates with a high degree of independence and exercises sound professional judgment on complex, nuanced matters.

More About this Position

Pre-Award Research Administration

• Serves as the primary pre-award resource for assigned faculty, independently managing the full lifecycle of proposal development from opportunity identification through submission
• Reviews program announcements and interprets complex sponsor guidelines, regulations, and eligibility requirements; advises PIs on compliance considerations and potential conflicts with university policy
• Develops accurate and comprehensive budgets for proposals including complex, multi-year, multidepartment, and multi-institutional projects; accounts for salary/fringe, tuition, subcontract costs, indirect cost rates, over-the-cap salaries, and cost-share commitments
• Prepares and assembles all proposal components in UFIRST and/or sponsor portals; provides technical assistance to PIs on formatting, document requirements, and system navigation
• Coordinates institutional approvals, subcontract documentation, and other required materials; acts as liaison with departments, colleges, and DSP to ensure timely and compliant submissions
• Assists PIs with post-submission activities including Just-in-Time (JIT) requests, sponsor queries, and award negotiation processes
• Maintains up-to-date Other Support pages for PIs in portfolio; tracks funding opportunities and advises on strategic alignment with departmental research priorities
• Facilitates strategically significant or complex proposals (e.g., fellowships, clinical studies, multi-PI mechanisms), providing guidance on risk management and compliance considerations

Post-Award Research Administration

• Independently manages all post-award activities for an assigned portfolio of grants, contracts, and agreements with a high degree of autonomy
• Coordinates with DSP to establish projects, subprojects, and subawards in UFIRST upon award release; ensures accounts are set up accurately and that F&A returns are allocated appropriately
• Processes initial and subsequent payroll distributions in PeopleSoft; manages faculty effort per commitment in UFIRST with consideration for over-the-cap salaries; records all changes in department shadow systems
• Manages effort reporting each semester and reviews all key personnel commitments and pay distributions, coordinates adjustments with Cost Analysis, and facilitates certification corrections as needed
• Reviews all grant-related expenditures to ensure allowability and compliance with agency and university regulations; monitors budget projections and proactively identifies and communicates shortfalls, surpluses, or compliance risks
• Meets regularly with PIs to review financial summaries, expenditures, and projections; increases meeting frequency as award end dates approach
• Coordinates all award modifications in UFIRST including no-cost extensions, re-budgets, carryforward requests, and prior approval submissions; prepares renewals, non-competing continuations (e.g., RPPRs), and other periodic reports for sponsoring agencies
• Manages grant transfers for incoming faculty and oversees award closeout activities in accordance with agency, university, and federal guidelines
• Prepares CAS exception documents and submits for approval as applicable; ensures cost-sharing commitment plans are confirmed and documented

Financial Reconciliation, Compliance, and Operational

• Support Reconciles project accounts and monitors encumbrances, adjusting as necessary to maintain budget accuracy and fiscal control
• Coordinates with departmental finance, procurement, and payroll partners on distributions, cost transfers, and appropriate allocation of expenses to sponsored accounts
• Supports preparation of audit documentation and internal compliance reviews; ensures all fiscal activity aligns with 2 CFR 200 (Uniform Guidance), cost accounting standards, and sponsor requirements
• Works collaboratively on complex non-financial compliance matters including IRB, IACUC, FCOI, and export control requirements as applicable to portfolio
• Develops and implements administrative procedures to streamline processes, enhance efficiency, and improve department service and support functions

We Offer Exceptional Benefits:

• Low-cost State Health Plans : Medical, Dental, and Vision Insurance 
• Life and Disability Insurance 
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages : (includes over 10 paid holidays, as well as paid family, sick and vacation leave) 
• Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of many populations, the College of Medicine plays a pivotal role in shaping the future of medicine.

Expected Salary:$75,000 - $83,000 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:

The ideal candidate will possess:

• Strong written and verbal communication skills; customer service focused
• Familiarity with PeopleSoft, UFIRST, and other UF systems
• Working knowledge of research administration systems and Microsoft Office Suite, especially Excel (basic formulas, sorting/filtering)
• Ability to understand, interpret, and communicate policies and procedures
• Self-starter, diplomatic, proactive, and able to manage stress and competing priorities to meet deadlines
• High degree of personal integrity and ethics with uncompromising standards
• Ability to work independently, consulting with appropriate parties as needed

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

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

Health Assessment Required:No