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    Research Administrator II - Gainesville, United States - InsideHigherEd

    InsideHigherEd
    InsideHigherEd Gainesville, United States

    3 weeks ago

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    Research Administrator II

    Job No: 531299

    Work Type: Staff Full-Time

    Location: Main Campus (Gainesville, FL), Remote/Flexible

    Categories: Grant or Research Administration

    Department: AG-FOOD SCIENCE / HUMAN NUTR

    Job Description


    Classification Title:
    Research Administrator II


    Job Description:
    Pre-Award Administration

    Proposal Preparation and Submission

    Provides pre-award support for Principal Investigators (PIs) within the FSHN Department using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.


    Pre-award activities include, but are not limited to:
    Assists department faculty/PIs in assessing potential funding opportunities.

    Assists department faculty/PIs in the development, preparation, and submission of timely and competitive proposals to federal, state, and private funding agencies.

    Reviews requests for proposals (i.e., RFP, RFA, FOA, PA) and identifies the specific funding agency's requirements while ensuring the policies are within or consistent with those of the sponsor, federal, state, UF and IFAS guidelines.

    Ensures all proposal submissions meet published deadlines and are entered and routed in a timely manner for further review to meet internal timelines.


    Assists in the development of complex budgets and budget justification which includes reviewing the budget for inconsistencies and ensuring accuracy.


    Reviews budgets for consistency with sponsor, monitors compliance with agency and University regulations regarding submission; verifies all financial information to include application of the appropriate overhead rate for the project.


    Advises the PI on administrative requirements in preparing proposal submissions and on budget adjustments and revisions necessary to meet the sponsor requirements.


    Coordinates and reviews certain proposal elements (e.g., biographical sketches, letters of support, facilities & resources) for consistency, accuracy, completeness, and guideline compliance.

    Obtains and reviews sponsor guidelines. Reviews proposals for consistency with sponsor guidelines on budget, format, font size, page limits.

    Confers with PI and appropriate support staff at collaborating institutions to secure necessary sub-award documents for proposals.

    Obtains signatures as needed.

    Monitors proposal status and confers with investigators and campus administrators to ensure changes or corrections are made as needed.

    Advises PI on requirements and deadlines associated with research compliance protocols.

    Facilitates processing of post-submission updates, agreements, and award release.

    Post Award Administration

    Award Management, Reporting

    Responsible for post-award activities for Principal Investigators (PIs) within the FSHN Department using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

    Post award review requires routine, careful, and detailed fiscal analysis to forecast each award's financial trajectory.

    Financial analysis and projections should be reviewed with PIs on a consistent basis (a minimum of once per semester) to ensure accuracy and budget adherence.

    Post award activities include, but are not limited to:

    Review award documents for acceptance and processing.


    Using (and interpreting award documents), reviews grant and contract award terms and conditions to determine budget, restrictions, and other pertinent information and communicates that information to PIs and key departmental personnel.

    Completes award setup and budget reconciliation in UFIRST and sets up projection and tracking tools necessary for award management. Submit requests for temporary release of funds, or protocol exemptions when needed.


    Provides comprehensive award management and monitoring of post award activities including payroll distributions, commitments, cost share, CAS, effort, budget transfers, budget modifications, incremental and supplemental budget requests, subaward monitoring, no cost extensions, and cost transfers.


    Works with administrative/fiscal staff to assist as needed in payroll distributions, Faculty Assignment Reports (FARs), effort reporting, Faculty Salary Savings Plans (FSSPs).

    Assists in reconciling expenditures to ensure costs are allowable, allocated, reasonable and consistent with funding agency regulations.

    As required, reviews/monitors grant spending and works with the appropriate parties to manage and/or resolve any issues or concerns.


    Assists PI in their subrecipient monitoring responsibilities, including reviewing subrecipient invoices to ensure invoices are within the parameters of the subaward budget and questioning expenditures if necessary, ensuring subrecipient invoices are approved by the PI and returned to C&G in a timely manner, and requesting clarification from the subrecipient regarding any unusual or excessive charges invoiced by the subrecipient.

    Advises PIs and departmental administrators on university, state and federal guidelines governing expenditures and other award activities.

    Works closely with C&G to close-out projects, including transferring of residual accounts.


    Prepares reports for all extramural funding in the Department to be provided to Chair, RA III, and/or Accountant or Research Director as needed.

    Research Compliance

    The employee must develop an understanding of the OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) to effectively manage sponsored awards.

    Additionally required to be familiar with other aspects of sponsored research administration, including cost accounting standards (CAS), Institutional Review Board (IRB) for human subjects in research, Institutional Animal Care and Use Committee (IACUC) for animal subjects in research, financial conflict of interest (FCOI), export control, and other specific UF policies.


    Agreement Support and Management

    The employee will assist PIs with the submission and monitoring of documents related to all activities that route through the UFIRST agreements module.


    Assists PIs with submission and monitoring of documents related to all activities that route to DSP through the UFIRST Agreements Module.

    Acts as liaison for departmental faculty and staff and the Division of Sponsored Research (DSP) for pre-awards and post-award guidance, education, actions, and processes, and for Contracts & Grants (C&G), and IFAS.

    Assist Chair with special projects as needed.


    Expected Salary:
    $57,000 - $65,000; Commensurate with experience


    Minimum Requirements:

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


    Preferred Qualifications:
    Knowledge in UFIRST, PeopleSoft, and other UF systems

    Exceptional attention to detail, and strong analytical and critical thinking skills

    Excellent written, and verbal communication skills

    Proficient in Microsoft Word, Microsoft Excel, Microsoft Outlook, and Adobe Pro

    Ability to understand, interpret, apply, and communicate grant policies and procedures.

    Possess strong problem solving and time management skills, including the ability to adapt to frequent changes

    in work assignments, prioritize, and manage competing priorities to meet strict deadlines.

    Initiative-taking, diplomatic, pro-active, and able to manage stress.

    Knowledgeable in accounting principles and cost accounting standards; ability to work with complex budgets.

    Requires accuracy, diligence, and reliability; must perform daily activities with minimal supervision.

    Ability to plan, organize and coordinate work assignments.

    Capacity to multitask, take initiative, work independently, consulting with appropriate parties as needed.

    Ability to establish and maintain effective working relationships with others.

    Prior experience with USDA, NIH, NSF, and industry sponsors is a plus.


    Special Instructions to Applicants:
    In order to be considered, you must upload your cover letter, resume and (3) professional references.

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


    Health Assessment Required:
    No

    Applications Close: 27 May 2024

    To apply, visit


    The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

    Copyright 2024 Inc. All rights reserved.

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