Research Admin Assistant

University of Florida•Gainesville, FL

About The Position

This position provides comprehensive research administration support for faculty, principal investigators, and research administrators. The role involves assisting with the full lifecycle of sponsored research projects, from proposal development and submission (pre-award) to award management and closeout (post-award). The Research Admin Assistant will also support Dean's Office centers and initiatives, provide coverage for other research administration staff, and assist with reporting and system-related tasks. The percentage of time allocated to each essential function may fluctuate based on workload and college priorities.

Requirements

High school diploma and four years of relevant experience or equivalent college coursework in place of experience.
Ability to review and reconcile financial information.
Ability to learn and interpret sponsor guidelines, university policies, research administration procedures, and applicable requirements.
Strong organizational skills.
Strong analytical skills.
Strong communication skills.
Strong customer service skills.
Attention to detail.
Ability to manage competing priorities and deadlines.
Ability to work independently while recognizing when consultation or escalation is appropriate.

Nice To Haves

Experience supporting research administration, sponsored programs, grants, contracts, or related financial administration.
Familiarity with pre-award and post-award sponsored programs administration.
Familiarity with university administrative systems.
Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.

Responsibilities

Assist faculty, principal investigators, and research administrators with the development, review, and submission of sponsored proposals, including reviewing sponsor guidelines, preparing budgets and justifications, and completing necessary forms and institutional documents.
Coordinate with faculty, staff, and university offices to gather information and approvals, monitor proposal timelines, and maintain proposal records.
Assist with the administration and fiscal monitoring of sponsored projects, including reviewing expenditures, reconciling financial activity, and preparing financial information.
Support UFIRST award setup and modifications, budget revisions, and other award actions, identifying and resolving discrepancies.
Provide pre-award and post-award research administration support for Dean's Office-supported centers, institutes, and research initiatives.
Assist leadership, faculty, and project personnel with proposal submissions, award administration, financial monitoring, and reporting.
Serve as backup to the Research Administration Manager for designated activities and provide temporary support to college units during staff absences or vacancies.
Assist with research administrator meetings, training, communications, and website resources.
Respond to routine research administration inquiries and direct faculty and staff to appropriate resources.
Run and compile reports from university systems and other data sources.
Maintain research administration spreadsheets, tracking tools, records, and data.
Assist with research-related reporting for college leadership.
Support process improvements, special projects, and other research administration initiatives.