Research Administrator III

University of Florida•Gainesville, FL

21h

About The Position

Senior-level subject matter expert providing comprehensive and strategic research administration support for the College of Medicine, Department of Health Outcomes and Biomedical Informatics (HOBI). Independently manages complex portfolios across the full sponsored project life cycle—from proposal development through award closeout. Serves as a trusted advisor to faculty and departmental leadership, interpreting and applying complex institutional, sponsor, and regulatory requirements while advancing operational efficiency, compliance, and service delivery excellence.

Requirements

Bachelor’s degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.

Nice To Haves

Demonstrated advanced, expert‑level knowledge of federal, state, and private sponsor regulations and sponsor‑specific requirements (e.g., NIH, NSF, DoD), with the ability to interpret and apply regulations at an institutional level.
Extensive experience managing sophisticated, high‑dollar, and/or high‑risk sponsored research portfolios across the full project life cycle.
Advanced analytical and financial expertise, including complex budget analysis, multi‑year forecasting, and identification of financial and compliance risk.
Proven ability to advise faculty and departmental leadership on financial strategy, compliance considerations, and best practices for research administration.
Recognized experience serving as a senior resource for training, mentoring, and advising faculty and research administration staff.
High‑level proficiency with enterprise research administration, financial, and HR systems, including UFIRST, myUFL, fund accounting, and effort management platforms.
Demonstrated ability to exercise independent judgment, discretion, and accountability in managing sensitive, high‑impact research administration matters.
Strong relationship‑building skills, with a consultative service orientation appropriate to senior stakeholders.
Proven capacity to proactively identify process improvements, develop best practices, and contribute to continuous improvement in research administration operations.

Responsibilities

Provides senior‑level leadership and expert oversight in post‑award management of sponsored programs, working in close partnership with departmental leadership to ensure responsible stewardship, financial accuracy, and operational efficiency.
Serves as a subject‑matter expert in accounting principles and Cost Accounting Standards (CAS) as they apply to sponsored research administration.
Oversees and executes all College‑level requirements for UFIRST Awards module set‑up, exercising expert judgment in the collection, review, and validation of required documentation. Award set‑up activities include, but are not limited to, establishment of associated subprojects, subaward agreements, effort commitments for key personnel, and F&A center designations.
Directs and controls accounts payable activities for sponsored projects, ensuring that all expenditures and payments are allowable, allocable, and compliant with University policy, sponsor regulations, and award terms and conditions.
Provides advanced fiscal oversight functions, including transaction approvals, facilitation of no‑cost extensions and carry‑forward requests, support for CAS exemption requests, initiation of complex budget and cost transfer requests, coordination of project closeouts, and monitoring of cost‑sharing commitments.
Collaborates with the College’s compliance office to provide expert monitoring of IRB and IACUC requirements, ensuring that human subject payments and other compliance‑related financial actions align with approved UF protocols.
Acts as a trusted financial advisor to faculty through regular consultations to review project balances, expenditures, distributions, and evolving financial needs. Conducts detailed financial analyses, develops cost projections, and delivers accurate financial tracking and forecasting data to support informed decision‑making.
Provides comprehensive financial and personnel data to support sponsor progress and final reports, tenure and promotion dossiers, and annual faculty evaluations.
Maintains primary responsibility for effort certification and salary distribution management for assigned faculty and associated staff, ensuring continuous compliance with institutional and sponsor requirements.
Provides strategic oversight and expert leadership for the development, management, and submission of highly complex proposals to federal, state, and private funding agencies.
Acts as liaison and trusted advisor among faculty, departmental leadership, and the Division of Sponsored Programs (DSP), ensuring alignment with institutional and sponsor requirements.
Maintains deep, institution‑wide expertise in college, University, and sponsor policies and procedures governing proposal development and research compliance.
Leads and coordinates complex proposal submissions, including large multi‑center and multi‑site initiatives, training grants, institutional proposals, high‑risk submissions, and faculty grant transfers.
Conducts comprehensive reviews of funding announcements for sponsor and University compliance, performs risk assessments, and provides strategic guidance on proposal positioning, structure, and submission strategy.
Oversees all aspects of proposal submission, including complex budget development and justification, advanced technical review and document formatting, system entry, routing, and tracking in UFIRST and other submission platforms, and close coordination with DSP to ensure timely, accurate, and compliant submissions.
Partners with Principal Investigators and DSP on post‑submission activities, including just‑in‑time requests, revisions, and award negotiations.
Serves as a senior resource by training, mentoring, and providing advanced consultative guidance to new faculty and research staff on proposal development best practices and University research administration requirements.
Plays a lead role in the review, development, and implementation of departmental and college‑level research administration policies and procedures.
Provides authoritative policy interpretation to faculty and staff regarding federal, sponsor, and institutional regulations governing sponsored projects.
Prepares materials for and participates in meetings to address complex research administration issues, serving as a subject matter authority and escalation resource.