Grant Financial Administrator

Job Description

This position is responsible for reviewing, administering, auditing and accounting for assigned contracts and awards made to USF from external sponsors (e.g., Federal, state, and private industry). This position monitors sponsored research projects for regulatory and statutory compliance and proper fulfillment of sponsor and University commitments made in the agreement. This position is also responsible for assisting departmental contacts such as faculty, Principal Investigators (PIs), and administrative staff by providing budget and financial information for the sponsored project, giving guidance and direction on proper budget/expenditure procedures and financial control.

Responsibilities

The responsibilities for this position include:

Reviews contract and award terms and conditions to build appropriate and complete data files while maintaining the University's official records of project activity and reporting. Manages the sponsor billing and reporting process, establishing cost sharing budgets and expenditure plans within University systems, assisting with modifications to budget and cost sharing plans with related system modifications, facilitating sponsor payments and drawdowns under letter of credit, assuring the sufficiency and allowability of cost sharing, monitoring consistency between financial elements including documentation of expenditure, cost sharing, and effort, and provides financial data to investigators and their staff in support of project management.

These fiscal management responsibilities require compliance with federal, state, and sponsor guidelines and rules, exceptional customer service delivery, and a focus on maximizing the University's collections and investment earnings.

Coordinates accounting functions to assure cash, budget, expenditures, and overall fiscal management in accordance with University policies and management objectives. Serves as a liaison between academic administrators, faculty, the Controller's Office, Payroll, and the Office of Research to resolve financial issues and mitigate risk. Works with sponsoring agencies to assure appropriate coordination and management of inter-entity financial processes such as billing, reporting, and cash management.

(May also assist sponsors in obtaining technical reports, patent information, etc., as needed to complete project). Determines the need for and secures review of those project accounts requiring special approvals, and notifies the appropriate agency.

Analyzes and assesses research activities and programs to facilitate collections and develop responses to granting agency inquiries and auditors based on a review of accounting data, award/contract terms and conditions, authoritative guidance (federal, state, and University), and discussions with University faculty and staff. Collects accounting records and substantive documents in support of responses, as needed.

Miscellaneous administrative duties including preparing special reports that are related to the University's research program.

Qualifications

Minimum Qualifications

The position requires a Bachelor's degree and 1 year of professional administrative experience; or a Master's degree. Progressively responsible related experience may substitute for the required education on a year for year basis. Related experience includes accounting, auditing, research administration, etc.

Degree Equivalency Clause:

Four years of direct experience for a bachelor's degree.

Six years of direct experience for a master's degree.

Additional Information for Applicants:

This position requires a Level 1 background screening.

Hiring salary range: $57,500 - $62,500, commensurate with experience.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No.

1 among the state's 12 public universities. Our…