Research Administrator I

University of Florida•Gainesville, FL

About The Position

The Research Administrator I is responsible for managing various aspects of research awards, including setup, modifications, subawards, post-award management, closeout, reporting, payroll/effort management, research compliance, and pre-award administration. This role involves interpreting policies and regulations, ensuring compliance with federal and institutional guidelines, and collaborating with Principal Investigators (PIs) and departmental staff to maintain accurate financial records and project progress.

Requirements

Bachelor's degree; or an equivalent combination of education and experience.

Nice To Haves

Familiarity with PeopleSoft, UFIRST, and other UF systems
Superior attention to detail and an innate curiosity
Strong written and verbal communication skills
Ability to understand, interpret and communicate policies and procedures
Self-starter, diplomatic, pro-active, and able to manage stress
Excellent analytical skills and the ability to exercise independent judgement
Strong problem solving and time management skills, including the ability to adapt to frequent changes in work assignments, prioritize, and manage competing priorities to meet deadlines
Ability to follow internal procedures and manage multiple priorities simultaneously, all while meeting strict deadlines
Ability to show tact, diplomacy, and helpfulness in interactions with internal and external stakeholders
High-level computer proficiency using web-based tools, with experience using the Microsoft Office Suite, especially Excel
Ability to multitask, take initiative and work independently, consulting with appropriate parties as needed
High degree of personal integrity and ethics with uncompromising standards
Ability to be precise, thorough, and reliable and perform daily activities with minimal supervision

Responsibilities

Review award documents for applicable terms and conditions and interpret relevant policies and regulations.
Complete award setup in UFIRST, including routing agreements, establishing subawards, and creating subprojects.
Facilitate submission of all non-fiscal compliance requirements to DSP prior to award setup.
Ensure timely payroll distribution setup for all project personnel.
Facilitate temporary and advance spending requests.
Process modifications in UFIRST, including incremental funding, no-cost extensions, rebudgets, and other prior approvals.
Maintain project summaries and meet with PIs at least once per semester.
Ensure all project changes are implemented and expenditures align with the awarded budget and applicable regulations.
Collaborate with PIs and departmental staff to ensure proper allocation of expenditures; monitor burn rates, encumbrances, and close purchase orders.
Monitor cost share to ensure commitments are properly recorded, allowable, and on track.
Support subrecipient monitoring, including invoice review, ensuring allowability and alignment with the subaward budget.
Perform monthly reconciliations using institutional reports and internal records to identify and correct errors.
Facilitate award closeout by ensuring expenditures are appropriate, encumbrances are cleared, balances are resolved, effort commitments are met, and cost share requirements are fulfilled.
Support C&G with final financial reporting as needed and coordinate with PIs to ensure timely submission of technical, patent, and property reports.
Manage payroll distributions and effort for assigned PIs and staff, including entry, reconciliation, and cost transfers.
Provide PDRRs for cross-departmental payroll distributions.
Ensure payroll charges align with approved allocations and supporting documentation.
Administer effort reporting, including distribution, review, certification tracking, and issue resolution.
Monitor effort commitments and notify appropriate parties of significant reductions (≥25%), facilitating sponsor approval when required.
Ensure committed cost share is accurately reflected in effort reporting.
Maintain knowledge of federal regulations and sponsor requirements, including OMB Uniform Guidance (2 CFR 200), FAR/DFARS, and agency-specific guidance, and apply in conjunction with State and UF policies.
Demonstrate working knowledge of compliance areas including CAS, IRB, IACUC, FCOI, and export control.
Proactively review transactions for compliance, mitigating risk and preventing unallowable costs.
Partner with PIs, departmental staff, and central offices to promote consistent application of policies and sound financial stewardship.
Provide guidance and training to support compliance with evolving requirements.
Support audits and reviews by compiling accurate documentation and collaborating with leadership, senior RAs, and core offices to address findings and implement corrective actions.
Serve as backup support for pre-award activities, including proposal preparation and submission and agreement submission.
Advise faculty on sponsor guidelines, required documentation, and budget development; prepare compliant budgets, applying appropriate indirect cost rates.
Assist with proposal components such as cover sheets, current and pending support, and conflict of interest documentation.
Support preparation of subawards and subcontracts issued to subrecipients.
Attend mandatory training, meetings and any other duties as assigned.