Research Administrator I

Research Administrator I

Pre – Award Administration
1. Budgetary.  Coordinate with PIs to develop proposal budgets, calculating personnel, operating and facilities costs.  Must be familiar with accounting principles and cost accounting standards.  Work with clinical trial study investigators in developing budgets for clinical trial studies.
2. Agency Requirements.  Ensure that all proposals are complete, accurate and appropriately formatted according to agency requirements, approved by the appropriate authorities and submitted in accordance with agency guidelines and deadlines.
3. Coordination of Proposal Submission.  Responsible for all proposal submissions, including new research grant proposals, renewing and/or continuing grants and contracts in the Department of Health Outcomes and Biomedical Informatics and the Institute for Child Health Policy. Serves as the Department of Medicine research office liaison for both the department and institute. Collaborates extensively with core grants personnel, PIs, and Research Coordinators across campus, as well as external Universities and entities. Provide technical assistance during proposal development.  Input specific types of Federal grants into Grants.gov system for submission to agency. Reviews contract terms and deliverables for all proposals. Responsible for all aspects of pre-award administration for the Department of Health Outcomes and Biomedical Informatics and the Institute for Child Health Policy, developing and implementing procedures and processes for proposal submission.   Input proposals into UFIRST system and monitor routing and workflow approvals.  In addition, reviews contracts and determines whether the activities should be sent through OCR, DSP or the HSC Contracts Office.
4. Other Pre-Award Activities. Work with PIs in identifying potential funding sources. Serve as back-up to all department Research Administrative Coordinators.  Stays informed of and advise PIs and other departmental personnel on current policies and procedures from both internal (i.e. DSP, CTC, IRB) and external sources (i.e. PCORI, NIH, FDA, DOD, etc.) as they relate to contract and grant activity.  Design, create and maintain files and spreadsheets for all proposal submissions. Assist in negotiating budgets and terms with sponsors as needed.  Gather information for NIH “Just in Time” for the award which includes but not limited to, other support information for faculty involved on grant and human subject certification forms for faculty involved on grant.
Post – Award Administration 
1. Budgetary.  Assist PIs by providing information for and/or preparing progress reports and annual reviews or other agency required reports, as needed. Serves as back-up to the Research Administrator III to provide post budget updates and reconciliations as necessary for no cost extensions and award renewals. Prepares CAS documents for review and approval. Maintains PI smart sheet grants data, anticipated effort for project planning across active funding sources.

2. Internal Processes and Database Management. Works independently with department IT programming specialists to manage the overall creation and maintenance of internal the web-based grants platforms/databases for pre and post award request and reporting functions.

3. Miscellaneous Post Award Activities.  Responsible for providing Assistant Director of Research with effort reporting requirements on grant projects for all PIs in the department, including providing information on required cost sharing and agency salary cap activity.  Supports and assists Department of Biomedical Informatics and the Institute for Child Health Policy faculty on timely submission of documents to UF DSP and other agencies as necessary. This also includes any necessary rewriting of contracts and grants, editing, proofreading of text, and/or reorganization of content for flow and clarity, to ensure compliance with University, legal, and cost accounting standards.
4. Closeout.  Responsible for managing accurate and timely closeouts of projects, monitoring expenditures to ensure compliance with Cost Accounting Standards, University of Florida policy and agency guidelines. Assist PI in preparing final reports for granting agencies.  Notify PIs of reporting requirements, IRB expirations, upcoming project completion dates and other milestones.
5. Works closely with Assistant Director of Research to implement and create department processes, procedures, and staff training related to the grants area.
Other Administrative Activities 
Work with Assistant Director of Research, research administrators, research coordinators, and others on coordinating annual celebration of research.  Participates in the achievement of common goals assigned to the office of research support service team and Assistant Director of Research.  Contributes to departmental operations by performing other related duties as may be required.

$21.55 – $23.95 per hour

Bachelor’s degree; or an equivalent combination of education and experience.

Prefer experience in grant proposal processing using UFIRST and PeopleSoft.  Proficient in UFIRST, PeopleSoft, Microsoft Word, and Microsoft Excel.  Prefer working knowledge of Grants.gov. 
The incumbent must be knowledgeable of all departmental, college, university, and agency policies and procedures applicable to contracts and grants.   Must be able to interpret, implement and integrate requirements of various funding agencies.
Strong communication skills, both oral and written. 
Ability to plan, organize and coordinate work assignments.
Able to multi- task when needed.  Must have excellent time-management skills and be able to effectively prioritize.
Ability to work independently and utilize problem-solving techniques.
Must be familiar with accounting principles and cost accounting standards.
Must be able to work with deadlines in a dynamic environment.
Strong organizational skills and the ability to maintain an appropriate and accessible filing system and database repository.
Must be detail-oriented

In order to be considered, you must upload your cover letter and resume. 

The University of Florida 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.

This is a time limited position.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran’s Preference Page for more specific information.

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