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Research Administrator I/II

JOB NO: 524512

Proposal Preparation and Submission:

• Review the request for application (RFA) selected by the faculty member(s) for administrative requirements support the proposal submission.
• Develop an accurate budget that is compliant with federal, state, sponsor, university, college, and departmental policies.
• Identify and ensure all administrative requirements of the sponsor’s RFA are met, which may require coordination with several internal UF offices.
• Verify current salaries and fringe benefit rates of key and other personnel involved in the proposal, including appropriate tuition rates based on the student’s expected department of employment, and includes the need to specify details of other proposed expenses (supplies, equipment, participant support costs, research animal costs, human subject participant costs, patient care costs, etc.). It is also imperative that the correct indirect cost rate (facilities and administration) be applied, including special applications of this rate per the budget requirements and the sponsor’s instructions (e.g., modified total direct cost, total direct cost, or any other).
• Responsible for the entry, approval routing, and submission to the Division of Sponsored Programs (DSP) for review and final submission to the sponsoring agency through UF’s UFirst module. Establishment and entry of a proposal in UFirst includes providing necessary demographic information for research personnel, sponsor information, budget entry, and uploading multiple documents to the proposal in UFirst, UFirst SF424, and/or other sponsor-specified portals.
• Assist faculty members with the submission and monitoring of documents related to all activities that route to DSP through the UFIRST Agreements module. Serve as a point of contact between the PI and DSP to ensure consistent communication and progress on agreement negotiations.

Post Award Management & Reporting:

• Responsible, upon receipt of the notice of award, grant, or contract, to coordinate with the Division of Sponsored Research and Contracts and Grants to establish the award within UFirst and Peoplesoft for the appropriate administration of the project / subproject or subcontracts as applicable.
• Ensure chartfield and combination code are correctly established, completing the initial effort commitment in UFirst to allow for the proper tracking and monitoring of commitments, and tracking and following cost-sharing per agency, University, and federal regulations.
• Responsible for the entry of change of award notifications (budget transfer approval, incremental funding, no cost extensions, supplemental funding, non-financial reporting, etc.) into the UFirst system
• Assist the faculty with the appropriate communication to the sponsor, if applicable to include drafting new budgets to reflect cuts, changes, and approvals, completing standard agreement and subaward forms, and routing the review through the appropriate offices/departments at UF.
• Communicate with faculty regularly for review and approval of charges on the sponsored awards under their supervision to ensure that expenditures are necessary, reasonable, allowable, allocable, and consistently treated.
• Draft reports and projections as required to inform faculty of their current charges and future projected balances.

Payroll, Effort and Expense Management:

• Review financial transactions; expense monitoring for appropriateness, allowability, and compliance with grant specifications, Uniform Guidance, and School/University policies. Support and approve purchasing activity as needed
• Notify and communicate 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.
• In the event charges are incorrectly assigned to a sponsored award, position is expected to coordinate the necessary transfers to correct the assignment.
• Facilitate project close-out procedures at award end ensuring all expenditures are appropriate, open encumbrances are closed, reoccurring charges are closed or transferred appropriately, that the award does not have a negative balance (investigate and rectify if it does), expected effort commitments have been met, and all cost sharing requirements have been satisfied.
• In the event of a sponsored award(s) review or audit, the RA would work with the principal investigator, department staff, the Division of Sponsored Programs, and Contracts and Grants to supply requested documentation.
• Ensure effort commitments are entered and updated correctly over the life of each sponsored award in UFIRST and myUFL.
• Responsible for coordinating entry of payroll allocations for faculty and staff working on their sponsored awards into myUFL Department Budget Tables. This will require coordination with other areas across the University, to confirm faculty effort on sponsored awards is consistent with original effort plans and does not adversely affect other funds.

EXPECTED SALARY:

Research Administrator I: $20.50 – $25.00 per hour; commensurate with qualifications and experience

Research Administrator II: $57,400 – $65,800; commensurate with qualifications and experience

MINIMUM REQUIREMENTS:

Research Administrator I: Bachelor’s degree; or an equivalent combination of education and experience.

Research Administrator II: Bachelor’s degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.

Candidates will be hired at the level for which they are qualified.

PREFERRED QUALIFICATIONS:

• Qualifications include the ability to be flexible in work assignments; to meet deadlines; to multitask efficiently; independent problem solving and analytical skills; demonstrated ability to balance a high level of attention to detail
• ability to work effectively in a collaborative, customer-service oriented and collegial team environment as well as independently.
• Ability to communicate well both verbally and in writing with faculty, staff and various funding sponsors.
• Ability to work independently with supervision and use good judgment to set priorities.

• Research Administrator I –
  • experience in finance, accounting, fiscal management
  • experience in research or research compliance
• Research Administrator II –
  • Knowledge of and accountable for all current rules, regulations, policies and procedures relating to the funding sponsors, the State of Florida and the University of Florida.
  • understanding of the OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200), as well as all applicable state and University regulations to effectively manage sponsored awards.
  • Ability to act as liaison and use communication skills with professionals of various contract and grant funding sources.
  • Prior experience with NIH, NSF sponsors requirements a plus

SPECIAL INSTRUCTIONS TO APPLICANTS:

In order to be considered for this position, applicant must upload a cover letter and resume with application.

We offer flexible work arrangements such as hybrid/remote work locations and/or schedules that fall outside of a unit’s usual working hours.

This is a time-limited position.

Research Administration I: 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.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

HEALTH ASSESSMENT REQUIRED: No