Research Administrator III

Job Overview

Job No: 530969
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration
Department:  - AG-Sponsored Project Admin
Classification

Title:

Research Administrator III
Expected Salary: $65,000-$75,000

• Assists departmental faculty/PI in the development, preparation, and submission of proposals to federal, state, and private funding agencies.
• Reviews requests for proposals (RFP, RFA, FOA, PA) and identifies agency‐specific requirements, ensuring alignment with sponsor, federal, state, UF, and IFAS guidelines.
• Ensures all proposal submissions meet published timelines, are entered and routed timely for review.
• Assists the PI in developing budgets and justification, proofing for inconsistencies and ensuring accuracy.
• Reviews budgets for consistency with sponsor, monitors compliance with agency and University regulations, verifies financial information and applies appropriate overhead rate.
• Advises the PI on administrative requirements, budget adjustments and revisions necessary to meet sponsor requirements.
• Coordinates and reviews proposal elements such as biosketches and facilities & resources for consistency, accuracy, and completeness.
• Reviews proposals for consistency with sponsor guidelines on budget, format, font size, and page limits.
• Confers with PI and pre‑award support staff at collaborating institutions to secure sub‑award documents.
• Obtains signatures as needed.
• Monitors proposal status and advises PI on research protection protocol requirements and deadlines.
• Facilitates processing of post‑submission updates, agreements, and award release.
• Liaises as necessary with DSP, IFAS Core Offices, or other central university departments.
• Manages post‑award activities for an assigned portfolio of grants and contracts, performing fiscal analysis, forecasting, and monthly reviews with PIs.
• Reviews award documents for acceptance and processing.
• Reviews grant and contract award terms and conditions, interpreting budget restrictions and communicating information to key personnel.
• Completes award setup and budget reconciliation in UFIRST, setting up projection and tracking tools.
• Provides comprehensive award management and monitoring—including payroll distributions, commitments, cost share, effort, FARs, budget transfers, modifications, supplemental requests, sub‑award monitoring, no‑cost extensions, and cost transfers.
• Manages payroll distributions and effort for assigned PIs and all employees paid on sponsored program funding.
• Ensures project effort commitments on FARs are accurate, reviews and distributes effort for sponsored programs, and notifies key personnel of effort reductions.
• Reconciles expenditures to ensure they are allowable, allocated, reasonable, and consistent with funding agency regulations.
• Reviews/monitors grant spending and resolves issues with appropriate parties.
• Assists PI with sub‑recipient monitoring responsibilities, reviewing invoices, ensuring compliance with sub‑award budgets, and handling clarifications.
• 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 residual accounts.
• Develops understanding of 2 CFR 200, cost accounting standards, IRB, IACUC, FCOI, export control, and UF policies, ensuring compliance with award parameters.
• Assists in audit response, maintaining sufficient documentation to justify all expenses under sponsored awards.
• Assists PIs with submission and monitoring of documents via the UFIRST Agreements module, acting as point of contact between PI and DSP.
• Acts as liaison for departmental faculty and staff and the Division of Sponsored Research for pre‑awards and post‑award guidance, education, actions, and processes.
• Assists Director and Assistant Director with special projects as needed.

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

• Familiarity with People Soft, UFIRST, and other UF systems.
• Superior attention to detail…