Rsch Administration Manager

University of Florida•Gainesville, FL

About The Position

The Research Administration Manager provides comprehensive pre- and post-award research administration for a complex portfolio of awards with a major international subaward component. The role coordinates research administration services, systems, policies, processes, and compliance across the award lifecycle, including proposals, agreements, award setup, financial management, reporting, and closeout. The manager works with program leadership, subrecipients, and university offices to ensure awards meet sponsor, federal, state, University of Florida, and IFAS requirements. The position oversees a complex subaward portfolio, including subrecipient onboarding, training, invoice review and tracking, compliance monitoring, and amendments. It manages financial activities across multiple program cost centers, monitors budgets and cash flow, identifies and addresses financial risks, and advises program leadership on financial planning and sustainability. The position may expand to coordinate multiple funding sources with differing project periods and requirements. The manager provides day-to-day direction and coordination for two support staff, contributes to team initiatives, and maintains the Innovation Lab’s procedural manual. Departmental administration also includes human resources functions, procurement, accounts payable and receivable, travel, and related approvals. The role interprets and applies relevant university policies, laws, sponsor regulations, and research compliance requirements. 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 work quickly and accurately under pressure.
Strong analytical, oral and written communication, and interpersonal skills.
Ability to speak and/or write one or more languages of the target regions is an asset.

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.
Experience with myUFL, UFIRST, MyInvestigator, and other similar management systems used at research institutions.
Extensive knowledge of and experience with university and state regulations regarding human resources, fiscal and budget matters, and externally funded award administration.

Responsibilities

Coordinate research administration services, systems, policies, processes, and compliance for a complex portfolio of awards with a major international subaward component.
Provide lifecycle pre- and post-award administration to fulfill grant and contract requirements.
Assist program leadership with proposal development, preparation, budgets, budget justifications, review, and submission; review sponsor solicitations and ensure submissions meet requirements and deadlines.
Facilitate post-submission updates and liaise with DSP, IFAS SPA, and other core offices as necessary.
Review award documents and communicate budgets, restrictions, and other relevant information to key personnel.
Complete award setup and budget reconciliation in UFIRST and establish award projection and tracking tools.
Manage and monitor post-award activities, including payroll distributions, commitments, cost share, effort, expenditures, budget transfers and modifications, incremental and supplemental budget requests, subprojects, subawards, no-cost extensions, and cost transfers.
Reconcile expenditures for allowability, allocation, reasonableness, and consistency with sponsor regulations; coordinate timely project closeout with C&G.
Coordinate prior approval requests and work with program leadership to align financial and technical reporting.
Facilitate quarterly, biannual, annual, and ad hoc financial reports for submission by the appropriate office.
Oversee, monitor, and support the complex subaward portfolio; review subrecipient invoices and supporting 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 reminders, invoice tracking, and guidance on corrections and resubmissions; serve as a resource for international partners.
Identify and prepare prior approval requests for funded awards for submission by DSP; facilitate subaward amendments and their entry into UFIRST.
Prepare and analyze expenditure reports and financial information; monitor cash flow, identify financial issues and risks, and develop mitigation strategies, templates, checklists, and training across funding sources.
Manage and monitor program cost centers for compliance with sponsor requirements, UF policies and procedures, and State of Florida regulations; maintain financial documentation and controls and coordinate with university offices and program leadership.
Advise program leadership on financial viability and sustainability and provide analysis for annual and long-term strategic planning.
Provide day-to-day direction and coordination for two support staff, train staff, provide technical assistance, resolve complex project administration issues, and contribute to team initiatives.
Maintain and update the Innovation Lab’s procedural manual.
Manage departmental human resources functions, including salary distributions, FARs, effort reporting, and processing documents for hires, 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.
Interpret and apply university policies, laws, sponsor regulations, guidelines, and standards; identify potential compliance concerns and coordinate with university offices and regulatory authorities.
Maintain familiarity with research compliance requirements, including Cost Accounting Standards, IRB approval, research and field permits, regulated biological materials, agreements governing materials and data, data management, open access, sensitive information, financial conflicts of interest, and export control.