Rsch Administration Manager

University of Florida•Gainesville, FL

About The Position

The Research Administration Manager provides comprehensive pre- and post-award administration for a complex portfolio of research awards with a major international subaward component. The role coordinates research administration services, systems, policies, processes, and compliance throughout the award lifecycle, including proposal development and submission, award setup and monitoring, financial management, subaward oversight, reporting, and closeout. The manager regularly communicates with program stakeholders and works with program leadership and University offices to meet sponsor, federal, state, University of Florida, and IFAS requirements. The position supports financial planning and compliance across multiple program cost centers and funding sources. It provides expenditure analysis, monitors cash flow and financial risks, advises program leadership on program viability and strategic planning, and maintains appropriate financial documentation and controls. The manager also provides day-to-day direction and training for two support staff, maintains the Innovation Lab procedural manual, manages departmental human resources functions, and oversees procurement and accounts payable and receivable activities. The role researches, interprets, and applies university policies, laws, sponsor regulations, and sponsored-research requirements. It identifies potential compliance concerns and coordinates with relevant university offices and regulatory authorities. This is a time-limited position. Salary is commensurate with education and experience.

Requirements

Bachelor’s degree and four years of experience in grant and contract administration, or an equivalent combination of education and experience.
Ability to research, interpret, and apply university policies, international, federal, and state laws, sponsor regulations, guidelines, and standards.
Ability to identify potential compliance concerns and coordinate with university offices and regulatory authorities.
Applicants must upload a cover letter and resume.
Application must be submitted by 11:55 p.m. ET on the posting end date.

Nice To Haves

Advanced degree in public administration, business, financial management, accounting, or a related field.
Experience managing awards for federally funded international research projects.
Experience managing finances for a complex set of sponsors.
Demonstrated experience and skills in developing and managing large and complex budgets.
Ability to work quickly and accurately under pressure.
Strong analytical, oral and written communication, and interpersonal skills.
Experience with myUFL, UFIRST, MyInvestigator, and similar management systems used at research institutions.
Extensive knowledge of and experience with university and state regulations concerning human resources, fiscal and budget matters, and externally funded award administration.
Ability to speak and/or write one or more languages of the target regions.

Responsibilities

Coordinate pre- and post-award research administration for a complex portfolio, including awards with international subrecipients.
Assist program leadership with proposal development, budgets and justifications, sponsor requirement reviews, proposal submissions, and post-submission updates.
Review award documents, communicate relevant terms and restrictions, complete award setup and budget reconciliation in UFIRST, and establish award tracking tools.
Manage and monitor award activities, including payroll distributions, commitments, cost share, effort, expenditures, budget transfers and modifications, supplemental requests, subprojects, subawards, extensions, cost transfers, and closeouts.
Reconcile expenditures to ensure costs are allowable, properly allocated, reasonable, and consistent with sponsor requirements; coordinate timely project closeout with C&G.
Coordinate prior approval requests and support financial and technical reporting coordination, including quarterly, biannual, annual, and ad hoc financial reports.
Oversee and monitor the subaward portfolio; review subrecipient invoices and documentation, seek clarification on unusual or excessive charges, and facilitate timely submission and PI approval for payment.
Support subrecipients through onboarding, training, administrative guidance, invoice templates and due-date reminders, invoice tracking, and guidance on corrections and resubmissions.
Prepare prior approval requests for funded awards for submission by DSP and facilitate subaward amendments and their entry into UFIRST.
Prepare expenditure reports and analyze financial information for planning; monitor cash flow, identify financial issues and risks, and develop mitigation strategies and tools.
Manage multiple program cost centers and ensure financial activities comply with sponsor requirements, UF policies and procedures, and State of Florida regulations.
Maintain financial documentation and controls, address potential compliance issues, and coordinate with university offices and program leadership on financial management.
Advise program leadership on program financial viability and sustainability and provide analysis for annual and long-term strategic planning.
Provide day-to-day direction, coordination, training, and technical assistance for two support staff; resolve complex project administration issues with the SAFE’s Associate Director of Operations and other parties.
Contribute to team initiatives set by program leadership and maintain and update the Innovation Lab procedural manual.
Manage departmental human resources functions, including salary distributions, FARs, effort reporting, and documents related to hiring, performance evaluations, raises, and reclassifications.
Oversee procurement and accounts payable and receivable, including consulting agreements and invoices, vendor check requests, travel advances, and transfer requests.
Review and approve travel requests, expense reports, and requisitions for funding and compliance with procedures.
Interpret and apply UF policies, international, federal, and state laws, and sponsor regulations and agreement terms; identify compliance concerns and coordinate with university offices and regulatory authorities.
Maintain familiarity with sponsored-research requirements, including Cost Accounting Standards, IRB approvals, permits, regulated biological materials, MTAs, data agreements and protections, FCOI, and export control.
Perform other duties as assigned.