Research Administrator II - Office of Research

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:

The Office of Research is hiring a Research Administrator II to provide comprehensive administration and oversight of contracts and grants across a department. The Research Administrator II will serve as a resource assigned to the Excellence in Research Management (ERM) team, providing communication, guidance, and assistance regarding research administration policies, procedures, and best practices.

They will collaborate with faculty and staff to support compliance, funding management, and any other related research or administrative concerns. This position ensures compliance with university, state, and federal regulations from award inception to closeout. The Research Administrator will work closely with faculty and research staff, providing support in fiscal management, reporting, and operational oversight of funded projects.

More About this Position

Pre-Award Research Administration

• Provides comprehensive pre-award support for grants, contracts, and clinical trials for ERM departments ensuring strict compliance with complex university and sponsor policies
• Develops budgets, prepares and submits proposals, including clinical trials, and ensures compliance with sponsor guidelines and university policies
• Interprets complex sponsor guidelines to ensure proposal adherence
• Coordinates departmental and institutional approvals, subcontract agreements, and other required documentation
• Manages proposal submission timelines and coordinates with all relevant parties to ensure timely submission
• Oversees proposal compliance, providing guidance on complex and significant issues

Post-Award Research Administration

• Manages complex post-award accounting of grants and contracts with a high degree of autonomy
• Reviews and approves grant-related transactions, prepares budget transfers, and ensures expenditures are allowable
• Analyzes and projects financial data, ensuring fiscal control and compliance with advanced financial analysis skills
• Provides financial reports to PIs and assists with progress reports and agency requirements
• Manages effort reporting and ensures compliance with cost-sharing and salary caps where applicable
• Coordinates with various departments and sponsors to resolve complex fund management issues
• Assists with project closeouts, monitors expenditures for compliance, and assists PIs in preparing final financial reports
• Assists with year-end closing distribution for assigned departments
• Ensures timely notifications for reporting requirements and project milestones
• Takes a leadership role in negotiations of grant and contract terms
• Develops and maintains standard operating procedures for grant and contract management
• Serves as a contact person between department, PI, and all university core offices and assists as needed when PIs have questions

Fiscal Accounting and Compliance Assurance

• Oversees and assists in reconciliation of project accounts, ensuring accurate, appropriate, and timely posting of financial transactions
• Reviews and monitors encumbrances, adjusting as necessary to maintain budget accuracy
• Coordinates with departmental finance staff to manage payroll distributions, encumbrances, and expenditure corrections
• Supports preparation of audit documentation and compliance reviews, ensuring all fiscal activities meet university and agency standards
• Collaborates with procurement teams to facilitate purchases and ensure proper allocation of expenses to appropriate accounts
• Works in conjunction with core offices, such as Conflict of Interst, Research Integrity, Environmental Health & Safety, and appropriate IRB and IACUC offices

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:

$53,000 - $71,500 annually; commensurate with education and experience.

Required Qualifications:

Bachelor's degree and two 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
• Demonstrated ability to independently research and troubleshoot issues using available resources prior to escalating questions to team members

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