Program Manager, Internal Awards and Research Administration

Program Manager, Internal Awards and Research Administration

Job no: 541427
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Grant or Research Administration
Department:  - HA-RESEARCH FUNDING INTERNAL

Research Administrator III

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

• Coordinate the full lifecycle of Institute-supported funding opportunities, including planning, announcement, application or nomination, review, selection, award notification, setup, monitoring, reporting, closeout, and maintenance of historical records.
• Administer internal RFAs, pilot and seed awards, fellowship awards, faculty development awards, strategic initiatives, donor-supported or donor-directed awards, discretionary allocations, and other Institute funding mechanisms.
• Serve as a primary administrative resource for applicants, award recipients, faculty leaders, departments, and Institute leadership regarding award processes and requirements.
• Maintain award documentation, timelines, terms, reporting requirements, and recipient records.
• Coordinate timely closeout of awards and disposition of remaining balances in accordance with Institute and university requirements.

• Coordinate administrative activities associated with Institute-supported research and other funded initiatives.
• Support Research FSEAs and other Institute research or investment accounts.
• Partner with investigators, department administrators, Institute Finance, Sponsored Programs, and other university offices on award setup, financial monitoring, reporting, transfers, and closeout.
• Help ensure funding is administered in accordance with Institute requirements, donor or funding restrictions, and applicable university policies.
• Assist faculty and departments in navigating administrative requirements associated with Institute-supported research activities.

• Coordinate operational aspects of ad hoc Scientific Review Panels and other faculty-led review processes.
• Coordinate reviewer identification and recruitment, conflict-of-interest documentation, review materials, scheduling, scoring, meeting logistics, and maintenance of appropriate records.
• Provide administrative support that enables faculty reviewers and Institute leadership to conduct fair, consistent, and well-documented review processes.
• Support development and continuous improvement of review procedures, tools, templates, and reviewer guidance.

• Develop, implement, and continuously improve systems, workflows, templates, databases, dashboards, and other tools supporting Institute awards and research administration.
• Support implementation and optimization of award-management platforms or similar systems.
• Develop standardized processes and documentation that improve consistency, transparency, efficiency, and the applicant and recipient experience.
• Identify operational gaps and recommend practical improvements to Institute leadership.

• Partner with Marketing & Communications, Advancement, Strategic Engagement & Partnerships, and other Institute teams to coordinate award announcements, recipient recognition, donor stewardship activities, presentations, and other communications related to Institute-supported initiatives.
• Maintain clear and timely communications with applicants, recipients, reviewers, faculty leaders, departments, and administrative partners throughout the award lifecycle.
• Coordinate information needed by functional partners while allowing the appropriate teams to lead communications, fundraising, donor engagement, or other specialized activities.

• Maintain accurate operational reporting for the Institute's funding portfolio, including award metrics, funding summaries, progress reports, outcomes, historical records, and portfolio dashboards.
• Track key deadlines, commitments, balances, and reporting requirements.
• Prepare information and analyses that support Institute leadership in stewardship, planning, resource allocation, and decision-making.

Expected Salary: $61,000 - $83,000

Bachelor's degree and three years of experience in grant and contract administration;…