Research Administrator

Research Administrator II

Job No: 539789
Work Type:
Full Time

Location:

Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support, Grant or Research Administration
Department:  - COTA-DEAN'S OFFICE-GEN ADMIN

• Maintain a high level of commitment to realizing the PI's vision while adapting to evolving project directions and institutional constraints.
• Bridge gaps and develop effective collaboration mechanisms between the Division of Sponsored Programs (DSP) and the UF Foundation.
• Develop and manage the transmittal of proposals to federal, state, and private funding agencies, adjusting strategies in response to changing sponsor guidance, timelines, or project needs.
• Conduct early fiscal review of proposal budgets, ensuring all necessary items such as PO limits, contract language, and required quotes are budgeted correctly.
• Process the submission of awards through the UFirst system.

• Review grant and contract award terms and conditions and guide faculty through successful post-award management.
• Coordinate funds flowing through the UF Foundation to DSP, maintaining collaboration between DSP and the UF Foundation.

• Monitor People Soft transaction expenditure reports and ensure supporting documentation is accurate and justifiable.
• Verify accounting support for all sponsored projects financial transactions including expense reports, Pcard transactions, independent contractor payments, and MyUFMarketplace purchases.
• Collaborate with Fiscal and HR teams to verify expenses are allocable, reasonable, necessary, and consistently treated.
• Assist PIs and project personnel on efficient and compliant management of external funding, including salary distributions when necessary.
• Review and apply grant and contract regulations, policies, procedures, and relevant standards throughout the life of the award.
• Manage and navigate an awards portfolio, seeking guidance when needed.
• Conduct monthly PI check‑ins and mentor PIs in sponsored project management.
• Monitor balances in department and PI grant accounts to ensure use aligns with budget and anticipated expenditure.
• Manage complex payroll projections across projects.
• Create monthly reconciliations of revenue and expenditures.
• Follow up on issues identified during PI check‑ins.
• Identify faculty challenges and consult with the Dean of Research for additional support or resources.

• Recommend and help implement workflow improvements as needed.
• Partner with the Proposal Studio team to develop data presentations and resources that support PIs in managing their projects.

Expected Salary: $58,000 - $61,000 with a comprehensive and highly competitive leave and benefits package

Final date to receive applications:
May 25, 2026

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

• Accounting experience with grant and fiscal management.
• Professional experience with accounting principles, practices, and procedures.
• Proficient in the use of Microsoft Office, including Excel, Word, Outlook, and Teams.
• Understanding of the specialized priorities and values of artists, arts scholars, and arts funding agencies.
• Demonstrated ability to work collaboratively with individuals across a range of roles, communication styles, and working approaches.
• A human‑centered approach to work.
• Strong proposal preparation skills.
• Strong planning, analytic, and organizational skills.
• Ability to work well both independently and collaboratively in a team environment to accomplish team and college‑level goals.
• Experience assisting with post‑award financial reporting.
• Evidence of skill in designing and facilitating academic work that advances curiosity, respect, open intellectual discourse, and the welcome incorporation and well‑being of all in an environment of complex differences.

The University of Florida is an Equal Employment Opportunity Employer.