Research Administrator III

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Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration
Department:  - MD-MEDICINE-ADMINISTRATION

Classification

Title:

Research Administrator III

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

• Collaborate with Principal Investigators (PIs) to develop and submit complex proposals for federal, state, and private funding agencies.
• Offer training and resources on proposal preparation and submission processes.
• Provide expert guidance and technical assistance throughout the proposal development process.
• Review and interpret Requests for Proposals (RFPs) to identify sponsor requirements.
• Assist in the preparation of accurate budgets and documentation for each proposal.
• Coordinate the collection and review of required documentation from subrecipients, including statements of work, letters of collaboration, cost‑sharing commitments, detailed budgets, and budget justifications.
• Ensure proposals meet sponsor and university guidelines, including formatting, multi‑project/multi‑party budget preparation, and documentation requirements.
• Identify potential issues with proposals and provide recommendations for resolution.
• Enter and manage proposal data in UFIRST, ensuring accuracy and completeness.
• Oversee the submission process, ensuring timely and thorough submission to the Office of Research.

• Review grant and contract award terms and conditions to determine budgetary requirements, restrictions, invoicing schedules, and other details.
• Actively participate in the negotiation of award terms with sponsors to secure favorable conditions in line with university policies.
• Coordinate with Contracts & Grants and other central university offices for proper processing and acceptance of awards.

• Oversee the financial management of complex grants and contracts, ensuring expenses are allowable, allocable, reasonable, and consistent with sponsor regulations.
• Monitor grant spending, provide budget revisions, and process no‑cost extensions as needed.
• Prepare and submit financial reports to sponsors, PIs, and departmental administrators.

• Collaborate with PIs, department administrators, sponsors, and university offices to resolve financial and administrative issues.
• Address and correct errors in fund management, ensuring compliance with sponsor financial guidelines.
• Assist with project close‑out, including transferring residual accounts and reconciling expenditures.

• Analyze project expenses, develop cost projections, and provide financial tracking to ensure fiscal control.
• Regularly monitor expenditures to identify potential budget overruns or savings.

• Prepare and submit accurate financial reports to PIs, departments, and sponsors.
• Ensure timely invoicing and collection of revenue, accurately presenting invoices to sponsors.

• Serve as the primary contact and liaison for departmental faculty and staff, as well as the Office of Research, regarding pre‑award and post‑award processes.
• Facilitate communication between PIs, departmental administrators, central university offices, and external sponsors.

• Develop and maintain strong working relationships with faculty, research administrators, and other campus departments.
• Promote a customer‑service‑oriented approach in all interactions, ensuring a supportive and responsive environment for research administration.
• Provide training and resources to faculty and staff on research administration processes and sponsor guidelines.
• Participate in workshops, seminars, and other educational opportunities to enhance the knowledge and skills of research administrators within CLAS.

• Ensure compliance with university, state, federal, and sponsor regulations in…