Research Administration Manager

University of Florida•Gainesville, FL

5d•Onsite

About The Position

This position provides strategic direction and operational oversight for post-award research administration across departments and units served by the CLAS Research Office. The manager will establish consistent workflows, internal controls, service expectations, and quality standards while monitoring portfolio activity and emerging financial or compliance risks. Responsibilities include overseeing award setup and account structures; financial monitoring and forecasting; payroll and effort; award modifications; subawards; sponsor reporting coordination; project closeout; and other post-award activities. The manager will also help resolve complex or escalated financial and administrative matters and provide direct portfolio support when needed during transitions, high-volume periods, or other critical situations. The position serves as an advanced resource to faculty, research administrators, departments, and College leadership on post-award financial and compliance requirements, providing guidance on allowability, allocability, reasonableness, award restrictions, prior approvals, cost sharing, participant support, rebudgeting, effort, payroll, subawards, award changes, and other complex post-award matters. The position will identify emerging risks, recommend corrective actions, support audits and compliance reviews, and help ensure that sponsored projects are administered in accordance with sponsor, institutional, state, and federal requirements. The manager will supervise, coach, and mentor post-award research administration staff, assigning and balancing work, monitoring service levels, providing technical guidance, supporting resolution of complex issues, and creating opportunities for staff development and cross-training. The manager will also lead structured onboarding and continuing education for post-award research administrators and help develop a culture of shared knowledge, accountability, collaboration, and continuous improvement. The underlying position description specifically places responsibility for onboarding, continuing education, mentoring, shadowing, and skill-building with this role. The manager will develop strong relationships with Principal Investigators, departmental staff, College leadership, and central administrative offices, facilitating recurring portfolio reviews, communicating financial and compliance matters clearly, anticipating upcoming needs, and helping faculty and administrators make informed decisions throughout the life of an award. The position serves as a key liaison among the CLAS Research Office, departments, DSP, Contracts & Grants, and other university partners and may communicate with sponsors and external partners as appropriate and authorized. The Research Administration Manager will play an important role in developing the infrastructure needed to support a growing research office that values thoughtful improvement, shared knowledge, professional development, and consistent service. The manager will develop and improve procedures, tools, templates, checklists, training materials, internal controls, performance measures, and other resources supporting post-award administration. The position will monitor changes in sponsor and federal requirements, identify recurring operational or compliance challenges, and work with Research Office leadership to develop practical and scalable solutions.

Requirements

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

Nice To Haves

Significant experience in sponsored research administration, with strong knowledge of post-award financial management and compliance.
Demonstrated leadership experience, including supervising, developing, training, or mentoring staff.
Strong analytical, organizational, problem-solving, communication, and interpersonal skills.
Ability to independently interpret complex requirements, identify risk, and develop practical solutions.
Experience developing or improving processes, tools, resources, or service delivery.
Demonstrated commitment to professionalism, collaboration, customer service, and continuous improvement.
Experience working effectively with faculty, departmental staff, institutional leadership, and central administrative offices.
Proficiency with research administration, financial, reporting, and productivity systems; experience with University of Florida systems and processes is preferred.

Responsibilities

Provide strategic direction and operational oversight for post-award research administration.
Establish consistent workflows, internal controls, service expectations, and quality standards.
Monitor portfolio activity and emerging financial or compliance risks.
Oversee award setup and account structures.
Manage financial monitoring and forecasting.
Oversee payroll and effort.
Manage award modifications.
Oversee subawards.
Coordinate sponsor reporting.
Manage project closeout.
Resolve complex or escalated financial and administrative matters.
Provide direct portfolio support during transitions, high-volume periods, or critical situations.
Serve as an advanced resource on post-award financial and compliance requirements.
Provide guidance on allowability, allocability, reasonableness, award restrictions, prior approvals, cost sharing, participant support, rebudgeting, effort, payroll, subawards, award changes, and other complex post-award matters.
Identify emerging risks and recommend corrective actions.
Support audits and compliance reviews.
Ensure sponsored projects are administered in accordance with sponsor, institutional, state, and federal requirements.
Supervise, coach, and mentor post-award research administration staff.
Assign and balance work for staff.
Monitor service levels of staff.
Provide technical guidance to staff.
Support resolution of complex issues for staff.
Create opportunities for staff development and cross-training.
Lead structured onboarding and continuing education for post-award research administrators.
Develop a culture of shared knowledge, accountability, collaboration, and continuous improvement.
Develop strong relationships with Principal Investigators, departmental staff, College leadership, and central administrative offices.
Facilitate recurring portfolio reviews.
Communicate financial and compliance matters clearly.
Anticipate upcoming needs.
Help faculty and administrators make informed decisions.
Serve as a key liaison among the CLAS Research Office, departments, DSP, Contracts & Grants, and other university partners.
Communicate with sponsors and external partners as appropriate and authorized.
Develop and improve procedures, tools, templates, checklists, training materials, internal controls, performance measures, and other resources supporting post-award administration.
Monitor changes in sponsor and federal requirements.
Identify recurring operational or compliance challenges.
Work with Research Office leadership to develop practical and scalable solutions.