Research Administrator III

Research Administrator III

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university's core curriculum. We are home to the humanities, social and behavioral sciences, and physical, natural, and mathematical sciences. 

Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow's leaders is not the only task occupying our over 800 faculty.

Whether discovering new galaxies, serving on presidential task forces or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation. Interested in joining us? 

The College of Liberal Arts and Sciences (CLAS) Research Office is accepting applications for a Research Administrator III. The Research Administrator III provides professional oversight, guidance, and coordination to sponsored project administrative and fiscal operations through the development and administration of complex proposals to federal, state, and private funding agencies within a college for sponsored projects. Provides post-award financial administration and management for complex research funds. Interprets regulations and guidelines of program funding for complex grants and contracts and prepares renewals and periodic reports for grant agencies. Coordinates and manages multiparty, complex projects within CLAS for sponsored projects in accordance with University and sponsor regulations. Provides policy and procedure interpretation to faculty, units, staff and research administrators in CLAS. Assists faculty and units with monitoring and preparation of reports to sponsoring agencies. Facilitates advances in service delivery and efficiency. This position monitors and manages quality, performance improvement, and continual process assessment. In addition, this position is responsible for building relationships with units served by the CLAS Research Office and university constituents, and supporting a culture centered on delivering excellent customer service.

Responsible for the development, and management of complex proposals to federal, state, and private funding agencies. Reviews proposals for compliance with sponsor and University terms and rules. Interprets regulations and guidelines of program funding for complex grants and contracts and prepares renewals and periodic reports for grant agencies. Provides technical assistance to the CLAS PI and research administrators. Provides pre-award support which includes reviewing requests for proposal (RFP) and identifying the specific requirements and policies are met while ensuring the policies are within or consistent with those of UF; prepares accurate multi-project/multi-party budgets for each proposal. Provides technical assistance to PI and research administration staff.

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

A non-inclusive list of duties would include: Assist the Principal Investigator(s) (PI) with preparing grant applications and ensuring completeness and accuracy; review project budgets, obtain and verify necessary approvals, and when appropriate recommend changes to applications with PIs and/or higher-level department/grant administrators; support PI in the processing of non-competing continuations, progress reports, supplements and other awards/agreement amendments; liaise as necessary with Departmental Research Administrator, DSP, or other central university departments; coordinate and review sub-recipient documentation required by the sponsor and by UFL, to include SOW, authorized letter of collaboration and/or cost-share commitment, detailed budget, budget justification, and supplementary documents, as appropriate.

Works directly with faculty/PI managing highly complex multi-million dollar portfolios which require in-depth coordination of financial and HR activities, primarily responsible for all interactions with sponsors and staff to resolve problems and correct errors in all project management. As well as to advise the faculty/PI on the most effective way to achieve an effective, quality proposal and coordinates a timely submission process, ensuring appropriate approvals.

Responsible for the review of grant and contract award terms and conditions while using and interpreting the other award documents to determine budget, restrictions, invoicing schedule, and other pertinent information while actively participating in the negotiation with grant and contracting officers to substantiate budget requests and to secure terms and conditions, which are consistent with policy. As required, reviews/monitors grant spending and work with the appropriate parties to manage and/or resolve any issues or concerns. Guides and prepares PI’s and departmental administration through budget revisions, no-cost extensions, and/or related materials as necessary. Provides post-award accounting of grants and contracts for CLAS units, principal investigators, and University core offices which includes reports of grants and contracts to ensure expenses are being paid according to contract. Interacts with sponsors and staff to resolve problems and correct errors in fund management. Works with department administrators, principal investigator (P.I.) and University core offices to resolve issues.

A non-inclusive list of duties would include: Review award documents for acceptance and processing; oversee the management of awards for compliance with sponsor’s financial guidelines; reconcile expenditures to ensure costs are allowable, allocable, reasonable and consistent with funding agency regulations; advise principal investigators and departmental administrators on university, state and federal guidelines governing expenditures and other award activities; provide financial reports to investigators and departments to assist in award oversight; work with C&G to close-out projects, including transferring of residual accounts; maintains records of payments received from sponsors; assist auditors with data requests and reports; maintain and monitor records associated with the University’s subcontracts including processing encumbrances and payments.

The CLAS Research Office has grown significantly from a 2 person office to an anticipated 12-15 person with additional growth planned. The office has continued to take on additional partner units which has increased the oversight required to maintain the office, Assists in supervising the staff. Assists in office task review and procedure development, Assists in employee general oversight and time approval when the director is unavailable.

Works as primary contact and liaison for departmental faculty and staff and the Division of Sponsored Research for pre-awards and post-award actions and processes. Provides post-award financial administration and management for complex research funds. Interprets regulations and guidelines of program funding for complex grants and contracts and prepares renewals and periodic reports for grant agencies. Represents the CLAS RO in core office initiatives when invited. Other duties as assigned.

Analyzes expenses, develops cost projections, and provides financial tracking and fiscal control to fulfill reporting requirements. Provides basic accounts payable human resource/payroll support. Confer with investigators and campus administrators to ensure that changes or corrections are made as needed. Monitors final reporting which includes reviewing for accuracy and appropriateness and timely submission while interacting with core offices.

The salary range is $60,000 - $78,000, commensurate with qualifications and experience.

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

• Experience with university and state regulations regarding sponsored research administration fiscal and budget matters, and human resources.
• Experience with MYUFL, Microsoft Office programs, UFirst, FastLane (NSF), Era Commons (NIH) MYINVESTIGATOR, fund accounting, and/or Human Resource Services

• Understanding of excellent customer service
• Knowledge of university and state regulations regarding sponsored research administration fiscal and budget matters, and human resources.

• Critical thinking skills
• Analytical and problem-solving skills (including researching and analyzing complex data to develop accurate reports)
• Strong people skills
• Strong team management skills

• Ability to work well in a team environment
• Ability to work independently
• Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments

• Professional attitude that is conveyed in all interactions,     communications, and appearance
• Self-motivated
• Practices excellent customer service
• Takes ownership of the resolution of problems
• Remains flexible and accountable
• Manages conflicting responsibilities
• Prioritizes tasks
• Consistently meets deadlines

In order to be considered, you must upload your cover letter and resume, as well as the names and contact information for at least three (3) professional references.

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

We offer flexible work arrangements such as remote work locations (up to 100% remote) and/or schedules that fall outside of a unit’s usual working hours.