Research Administrator I-Department of Surgery

University of Florida•Gainesville, FL

About The Position

The Research Administrator I position provides administrative support for UFF and clinical trials projects in the Department of Surgery. This position assists with insuring that all transactions processed in the Department of Surgery comply with University of Florida, College of Medicine and Office of Clinical Research policies and procedures. The incumbent reconciles transactions to ledgers, ensuring compliance with University, Sponsor and departmental purchasing policies and procedures. This position requires knowledge of the University of Florida Finance and Accounting Directives and Procedures as well as the ability to navigate PeopleSoft financial functions and reports. Also, this position handles all the day-to-day fiscal issues on UFF funds, including entering requisitions for purchase orders, processing invoices for payments, reconciling and approving P-card transactions, and scanning back-up documents. Responsibilities also include clinical trials sponsor payment processing and reconciliation, and pre- and post- award clinical trials administration to include departmental activities and responsibilities in UFirst.

Requirements

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

Nice To Haves

Knowledge of spreadsheet and database financial software/applications.
Ability to analyze data and summarize data in reports/graphs/etc.
Experience using PeopleSoft accounting functions.
Ability to generate reports in Enterprise Reporting.
Understanding of UF and FCPA accounting policies and procedures.

Responsibilities

Update and monitor all clinical trials tracking logs.
Communicate with study coordinators, departmental administrative staff, UF Health Shands research billing office, and UF Health Shands ancillary departments to review billing errors and assist with necessary corrections.
Run weekly reports to review pending charges in the UF Health Shands Epic system.
Assist in the management of the OnCore clinical trials system for the department.
Manage all the day-to-day fiscal issues on restricted clinical trials funds, including approving requisitions for purchase orders, approving invoices for payments, and approving Pcard transactions.
Oversee appropriate administration of clinical trials; assure funds are spent in a fiscally responsible fashion.
Review, process and approve requests to purchase expenditures on clinical trials projects; ensure allowable and allocable charges per University and sponsor guidelines.
Reconcile transactions to ledgers and ensure compliance with university and departmental purchasing policies and procedures and reports on departmental financial activities.
Enter voucher requests into myUFL Payment Solutions.
Verify fund sources for payment and approve invoices.
Process journal entries in PeopleSoft as needed.
Reconcile internal clinical trials database, ensuring sponsor payments are up to date.
Reconcile all clinical trials projects on monthly clinical trials reports.
Assist study coordinators with entering data into OnCore and review the research management system monthly for accuracy.
Manage all University of Florida Foundation funds for the Department of Surgery.
Handle budgeting and revenue/expense monitoring throughout the year; assure funds are spent in accordance with donor’s wishes.
Reconcile monthly PeopleSoft ledgers with UFF expenses.
Update monthly report.
Verify fund sources for payment and approve invoices.
Process journal entries in PeopleSoft as needed.
Review and approve departmental Travel Authorization forms for all research related travel.
Review and approve all UFF-PA forms for foundation related expenditures.
Run monthly reports on all research projects for Research Administration team.
Send out monthly reports to all faculty members in the Department of Surgery.
Maintain internal foundation workbook for preparation of financial reports to Principle Investigators, Chiefs, and Department Administration.
Provide administrative support to Principle Investigators.
Educate involved parties regarding the terms, conditions and status of UFF funds.
Assist in the development/revisions of policies and procedures for the Department’s Research Administration Office, including but not limited to grant submissions, procurement and reconciliation procedures, incorporating updates and changes to University and Federal regulations and procedures.
Recommend measures to improve the efficiency, accuracy and work flow of the Department’s Research Administration Office.
Attend College and Campus-wide meetings related to Research Administration and Compliance to stay abreast on all pertinent policies and procedures.
Other special projects, as assigned.