Research Administrator II

University of Florida•Gainesville, FL

About The Position

The Research Administrator II is responsible for providing post-award financial and administrative support for clinical trials within the Department of Pediatrics Research Office. This position coordinates routine financial management activities, including invoicing, payment reconciliation, regulatory documentation monitoring, and study closeout processes. The incumbent works under supervision and collaborates with investigators, study teams, sponsors, and institutional unit offices to ensure accurate financial oversight for the Department of Pediatrics.

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

Knowledge of clinical trial administration, including invoicing, accounts receivable, budget tracking, and research compliance
Experience with PeopleSoft, SharePoint, OnCore, and UFRIST
Proficiency in Microsoft applications
Strong organizational skills and attention to detail
Strong analytical and problem-solving skills.
Effective written and verbal communication skills

Responsibilities

Collaborate with study teams and the Clinical Research Hub (CRH) to manage invoicing and accounts receivable activities for active clinical trial projects, ensuring timely and accurate invoicing and collection processes.
Verify, reconcile, and track sponsor payments to ensure funds are received, accurately recorded, and allocated to the appropriate projects.
Process external and internal ancillary invoice payments by verifying chart field information, submitting transactions through UFMarketPlace, maintaining supporting documentation, and ensuring timely and accurate payment processing.
Assist study teams with interdepartmental invoicing and payment processing for research coordinator and Principal Investigator (PI) fees associated with cross-departmental studies.
Establish and maintain Research Participant Payment (RPP) accounts and serve as the department contact for participant payment processes.
Collaborate proactively with institutional unit offices and sponsors to resolve financial issues impacting clinical research activities.
Manage clinical trial close-out activities related to final invoicing, payment reconciliation, and completion of financial requirements.
Serve as a primary resource within the Pediatrics Research Office for post-award administrative support.
Facilitate new clinical trial setup in SharePoint, including creation of study site folders, maintenance of regulatory documentation.
Maintain and update study tracking systems to reflect budget modifications, amendments, invoicing status, payment activity, and study milestones.
Coordinate with study teams, divisional administrators, ancillary units, external departments, sponsors, and the Clinical Research Hub (CRH) to ensure accurate study documentation and administrative compliance.
Manage clinical trial close-out activities related to study records, documentation, and administrative requirements.
Collaborate with auxiliary departments and sponsors to resolve operational and administrative issues affecting study execution.
Manage and triage Grants Office listserv communications, ensuring inquiries and requests are routed appropriately and addressed in a timely manner.
Manage and enter departmental indirect cost (IDC) return allocation.
Provide coverage for the Pediatrics Research Office during periods of leave, vacancy, or increased workload.
Perform other duties and special projects as assigned in support of the Pediatrics Research Office.