Research Administrator III-Department of Neurosurgery

University of Florida•Gainesville, FL

About The Position

The Research Administrator III in the Department of Neurosurgery will provide comprehensive financial services for clinical research, supporting the Clinical Trials Office, its affiliated members, and external partners. This role involves managing both pre-award and post-award activities for clinical trials, grants, and contracts, ensuring compliance with sponsor and institutional guidelines, and maintaining accurate financial records and systems.

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

Extensive working knowledge and understanding of the university research environment in an academic medical setting.
Foundational, financial, and operational knowledge of clinical research and UF Clinical Research Hub (CRH) services.
Demonstrated working knowledge and understanding of clinical trials management and financial accounting.
Ability to successfully work independently, interact professionally, and utilize effective writing and organizational skills.
Proficiency with Microsoft Office suite; particularly Excel and Word.
Proficient time management skills and ability to successfully manage multiple priorities.

Responsibilities

Lead proposal development, preparation, and submission for clinical trials, federal, state, and private sponsors.
Interpret funding announcements (RFPs, RFAs, FOAs) and ensure compliance with sponsor and institutional guidelines.
Develop and negotiate grant and clinical trial budgets with industry sponsors and funding agencies.
Coordinate pricing and effort with study teams and support units.
Monitor study financial activity, including sponsor payments and subject-related costs.
Manage Human Subject Payments (HSP), ensuring compliance with applicable regulations.
Maintain financial systems (e.g., OnCore) and ensure accurate study setup, billing grids, and tracking logs.
Perform financial reconciliation between clinical systems and institutional records.
Train study teams on clinical research financial processes.
Submit new and amended clinical research projects to the Clinical Research Hub (CRH) and track CRH reviews.
Collaborate with CRH coverage analysis and budget team to confirm study eligibility for Qualifying Clinical Trial status, identify routine costs, and determine Medicare reimbursement eligibility.
Conduct quality assurance review of clinical research data in OnCore and work with CRH to correct inconsistencies.
Maintain study tracking logs, monitor all study-funded services, confirm correct payer for all services, and ensure costs are not paid twice.
Collaborate with DSP contracting team to ensure contractual agreements are executed and intellectual property rights are protected.
Coordinate proposal components (biosketches, other support, facilities, subawards, etc.) for completeness and accuracy.
Manage post-award administration for grants, contracts, and clinical trials, including award setup, reconciliation, and closeout.
Monitor financial performance, projections, and budget adherence; provide regular reporting to PIs.
Oversee expenditures to ensure they are allowable, allocable, and compliant with sponsor and university policies.
Manage payroll distributions, effort reporting, cost share, and financial transactions (transfers, modifications, etc.).
Track sponsor payments, invoicing, accruals, and financial activity for clinical trials.
Reconcile accounts, resolve overdrafts, and support project closeouts.
Maintain financial tracking tools and prepare detailed financial reports and projections.
Coordinate agreements through institutional systems (e.g., UFIRST) and serve as liaison with central offices.
Track subaward payments and ensure adherence to contractual obligations.
Create and negotiate sub-site budgets for Investigator Initiated Trials (IITs) ensuring compliance with prime award requirements.
Work with CRH and DSP to create and negotiate master contracts and task orders with sub-sites.
Manage payments to sub-sites per the negotiated contracts for IITs.
Ensure sub-site invoices are accurate and track all payments associated with each project.