Research Administrator II

University of Florida•Gainesville, FL

About The Position

The Research Administrator II will manage multiple proposals with competing sponsor-driven deadlines in a fast-paced environment. This role involves reviewing funding opportunity announcements, preparing proposal budgets, ensuring compliance with federal, state, and institutional guidelines, and coordinating with collaborating institutions. The position also includes establishing and submitting proposals in UFIRST, assisting with agreement transactions, and interacting with PIs, sponsors, and the Division of Sponsored Programs (DSP) to address any issues. Additionally, the role requires maintaining knowledge of research compliance regulations and serving as backup support for post-award administration, including payroll, budget modifications, expenditure monitoring, and reporting.

Requirements

Bachelor’s degree and two years of experience in grant and contract administration; 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 are strongly preferred
Follow internal procedures and manage multiple priorities simultaneously, all while meeting strict deadlines
Show tact, diplomacy, and helpfulness in interactions with internal and external stakeholders
Possess 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
Should be precise, thorough, and reliable and perform daily activities with minimal supervision

Responsibilities

Manage multiple proposals with competing sponsor-driven deadlines in a fast-paced environment.
Review funding opportunity announcements (RFP, RFA, FOA, PA) and identify sponsor requirements while ensuring alignment with federal, state, UF, and IFAS guidelines; develop checklists and communicate timelines.
Prepare proposal budgets and budget justifications; ensure compliance with sponsor and institutional requirements and Cost Accounting Standards (CAS), including: salary calculations based on effort, fringe benefit application, allowability of budgeted items, application of appropriate indirect cost rates, documentation of special conditions (cost share, space, IDC reductions, multi-unit involvement, subawards).
Advise PIs on proposal requirements and necessary budget revisions to meet sponsor guidelines.
Coordinate and review proposal components (e.g., current & pending, biosketch, facilities & resources) for accuracy, completeness, and consistency.
Review proposals for compliance with sponsor guidelines (budget, format, page limits, font size).
Coordinate with collaborating institutions to obtain required subaward documentation and secure necessary approvals and signatures.
Establish and enter proposals in UFIRST, including personnel, sponsor, budget, and required documentation; upload materials to UFIRST and/or sponsor systems.
Submit proposals for Dean for Research review and DSP submission; submit directly to sponsor portals when required and authorized.
Assist PIs with UFIRST Agreements module transactions, including non-financial agreements (NDA, MTA, CRADA), and serve as liaison with DSP to facilitate timely negotiation and execution.
Interact with PI, the Sponsor and DSP to ensure that problems concerning the proposal or an award are addressed in a timely manner including, but not limited to: sponsor requested budget revisions, justifications and verifications, completion of additional mandated forms, and cost sharing explanations.
Maintain knowledge of federal regulations and sponsor requirements (e.g., OMB Uniform Guidance (2 CFR 200), FAR/DFARS, NIH Grants Policy Statement, NSF PAPPG) and apply in conjunction with State and UF policies.
Ensure proposals are compliant, complete, and competitive through effective coordination of all required components.
Demonstrate working knowledge of compliance areas including CAS, IRB, IACUC, FCOI, export controls, effort commitments, and cost sharing; ensure required disclosures and approvals are obtained and accurately reflected in submissions.
Serve as backup support for post-award administration, including but not limited to: payroll and effort, budget modifications, funding actions, expenditure monitoring, subaward oversight, cost share tracking, reporting, and closeout activities.
Attend mandatory training, meetings and any other duties as assigned.