Research Administrator II

University of Florida - Gainesville, FL4.3

Pre–Award Administration

This position is responsible for all aspects of department level pre-award research administration. It is important to understand that pre-award activities often arise with short notification and must be executed within a very short time period. In addition, it must be understood that this position frequently manages multiple proposal submissions at the same time given common submission deadlines by our sponsors.

Request for application (RFA)/funding opportunities–Responsible for reviewing the request for application (RFA) for funding opportunities selected by the CISE faculty to support proposal submission to potential research sponsors. Throughout the proposal period identifying and ensuring all requirements of the sponsor’s RFA are met including ensuring the formatting of all documents is consistent with the sponsor guidelines, as indicated by the RFA. Formatting requirements may include, but are not limited to, font type, font size, page margins, and page length requirements. Some items may require coordination with the AD, HWCOE Associate Dean for Research (ADR), Division of Sponsored Programs (DSP), and/or other offices/departments within UF including cost share, reduction of indirect cost rates, and/or additional space requirements.

Budget/budget justification– After review of the RFA, works with the faculty member and their proposed research team to develop an accurate budget that is compliant with federal, state, sponsor, university, college, and departmental policies. Accurate preparation of proposal budgets and budget justifications are paramount during the proposal process. Verify the current salaries and fringe benefit rates of key and other personnel involved in the proposal, including escalators for each year of the proposal (if applicable and allowed). In addition, budget preparation includes the need to specify other proposed expenses (supplies, equipment, tuition, participant support costs, research animal cost, etc.).

UFIRST–Responsible for entry, approval routing, and submission of proposals to DSP for review and final submission to the sponsoring agency through UF’s UFIRST module including uploading multiple documents to the proposal in UFIRST and/or other sponsor-specified portals. These documents are typically provided by the primary investigator (lead CISE faculty member), as well as, other key personnel and may include a, cover letter, project summary, project narrative, budget justification, research strategy, specific aims, equipment and facilities support narrative, financial conflict of interest, and various other required documents. As needed, submit proposals through a sponsor’s submission portal once approved by DSP.

Post-Proposal–After the University has submitted the proposal to the potential sponsor, routinely interact with the faculty, the sponsor and DSP to ensure that problems concerning the proposal or an award are addressed in a timely manner. This includes, but is not limited to, sponsor requested budget revisions, justifications and verifications, completion of additional mandated forms, and cost sharing explanations. Notifies and stay in contact with DSP on all aspects of the post-proposal inquiries and requirements.

Post–Award Fiscal Administration

This position is responsible for all aspects of department level post-award research administration. Proactive and concurrent post-award management requires routine, careful, and detailed analysis in order to provide excellent customer service and guidance for their faculty members.

Sponsor Requirements/Requests–Responsible for the thorough review of all award documents for post award requirements, and interpreting those requirements based on research and knowledge of sponsor terms and conditions, University policies and procedures, and federal and state rules and regulations. Work with DSP and C&G to ensure a proper understanding of the award parameters and any special requirements of the award that need to be brought to the faculty member’s attention due to programmatic and/or compliance restraints. Be familiar with sponsor specific resources such as websites and policy manuals. These resources provide valuable information and guidance on sponsor specific requirements.

Project Support–Manage all daily post award activities. This includes ensuring expenditures (salary and non-salary) are made according to the budget awarded by the sponsor and all applicable rules. Works closely with the PI and departmental staff to ensure proper allocation expenditures to sponsored research projects. Responsible for modifications of awards in UFIRST, which includes adjustments of key personnel, changes in budgets, and terminations of awards within UFIRST.

Additional actions that may need facilitation on behalf of their faculty may include the need to establish a new project in PS or release of additional funds into an existing project, advance funding requests, subcontracts, no-cost extensions, budget transfers, and non-financial report submissions. Work closely with the C&G Grants Accountant(s) assigned to their department(s) to ensure accuracy and timeliness of financial reports and invoices.

Manage the coordination of all subcontract awards under assigned portfolio including updated statements of work, proposal budgets, tracking and ensuring these are communicated to DSP as well as providing them with all needed information crucial to the completion of the subcontract.

Responsible for reviewing the reconciliation of projects on a monthly basis through the use of reports and queries from the University financial system and internal records and ensure the timely identification and correction of errors. This includes meeting with PI’s and reviewing project reports on a regular basis so they can review and verify accuracy of charges.

Ensure proper record retention of all documents related to the sponsored projects they manage.

Payroll/Effort Management–Responsible for all updating the department budget table (payroll distributions) for assigned subset as well as reviewing and correcting semester effort reports, as well as midterm corrections for LOA waivers, prior term LOA Journals and journals.

Project Closeout– Facilitate close-out procedures in conjunction with C&G, including making certain all charges are appropriate, encumbrances are closed, no negative balances exist, expected effort commitments have been met, and all cost sharing has been met where appropriate. Work closely with Principal Investigators and C&G to ensure the accuracy of the final expenditure figures.

Post-Award Reporting

Periodically, assist the AD, Chair and fellow RAs with various reporting needs and/or commitment tracking that requires excellent proficiency in Enterprise Reporting, Query Viewer, and Microsoft Excel.

Responsible for assisting faculty with timely reporting and deliverables.

Research Compliance

This position is expected to have a robust understanding of, and ensure compliance with the federal Uniform Guidance (2 CFR 200). In addition, there is an expectation of familiarity with a variety of other aspects of sponsored research administration including: cost accounting standards (CAS), Institutional Review Board (IRB) for human subjects in research, IACUC for animal subjects in research, financial conflict of interest (FCOI), export control, and other specific UF policies.

In the event of a sponsored award(s) review or audit, work with the primary investigator, AD, DSP, and C&G to supply requested documentation. For this reason, it is imperative that the incumbent maintain sufficient documentation for all expenses of sponsored awards under their management. Documentation should justify the benefit, appropriateness, and allowability of expenditures to a sponsored award.

Professional Development

Professional development helps RAs continue to not only be competent in their profession, but also excel in it. There is always room for growth and improvement of professional skills. This position is expected to attend assigned meeting in the department, college and university as well as seeking additional opportunities for engagement and training which may include national conferences.

Other responsibilities as assigned.

Advertised Salary:
$54,000 - $60,000 annually; commensurate with qualifications and 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:
Understanding of the Herbert Wertheim College of Engineering and its relationship to the entire University structure. This includes other Colleges, all HWCOE Departments and Centers.

Ability to function under highly stressful circumstances.

Ability to communicate well both verbally and in writing with faculty, staff and various funding sponsors.

Ability to act as liaison and use communication skills with professionals of various contracts and grant funding sources.

Ability to evaluate and give technical assistance in the preparation and submission of proposals and to evaluate data relative to proposal submission.

Knowledge of and accountability for all current rules, regulations, policies and procedures relating to external funding sponsors, the State of Florida, the University of Florida and Herbert Wertheim College of Engineering.

Knowledge of methods for data collection, maintenance, and manipulation.

Ability to understand and utilize problem solving techniques.

Ability to establish and maintain effective working relationships with others.

Professional code of conduct becoming of a public employee.

Ability to work independently and use good judgment to set priorities.

Ability to interact cordially with co-workers to accomplish common tasks.

Knowledge and understanding of the University payroll, personnel and accounting structure. This detailed knowledge includes the HR appointment and classification systems, procurement and travel processes.

Proficiency in all Microsoft Office applications is required, Excel and Outlook proficiency are paramount, Adobe Acrobat.

Employee must be detail oriented and meticulous. Errors and/or omissions may result in sponsors refusing proposals for funding consideration or loss of revenue and sponsor sanctions/fines for failure to following fiscal requirements of an award.

Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume with application.

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

Health Assessment Required: No