The College of Liberal Arts and Sciences (CLAS) Research Office is accepting applications for a Research Administration Specialist II position. The Research Administration Specialist II provides professional oversight, guidance, and coordination to sponsored project administrative and fiscal operations. Coordinates projects within CLAS for sponsored projects in accordance with University and sponsor regulations. Provides policy and procedure interpretation to faculty and departments in CLAS. Assists faculty and departments with monitoring and preparation of reports to sponsoring agencies. Facilitates advances in service delivery and efficiency. This position monitors and manages quality, performance improvement, and continual process assessment. In addition, this position is responsible for building relationships with units served by the CLAS Research Office and university constituents, and supporting a culture centered on delivering excellent customer service.
Duties and responsibilities include, but are not limited to:
Assists with the development, and management of proposals to federal, state, and private funding agencies. Reviews proposals for compliance with sponsor and University terms and rules. Provides technical assistance to the CLAS PI and research administrators. Provides pre-award support which includes reviewing requests for proposal (RFP) and identifying the specific requirements and policies are met while ensuring the policies are within or consistent with those of UF; prepares accurate budgets for each proposal.
• Includes formatting and uploading documents, entering proposals in UFirst, coordinating and reviewing all aspects of the proposal submission to insure thorough and timely submission to the Division of Sponsored Research for review and submission to the funding agency.
• A non-inclusive list of duties would include: Assist the Principal Investigator(s) (PI) with preparing grant applications and ensuring completeness and accuracy; review project budgets, obtain and verify necessary approvals, and when appropriate recommend changes to applications with PIs and/or higher level department/grant administrators; support PI in the processing of non-competing continuations, progress reports, supplements and other award/agreement amendments; liaise as necessary with Departmental Research Administrator, DSP, or other central university departments; coordinate and review subrecipient documentation required by sponsor and by UFL, to include SOW, authorized letter of collaboration and/or cost share commitment, detailed budget, budget justification, and supplementary documents, as appropriate.
Assists in the review grant and contract award terms and conditions while using and interpreting the other award documents to determine budget, restrictions and other pertinent information. As required, reviews/monitors grant spending and work with the appropriate parties to manage and/or resolve any issues or concerns. Guides and prepares PI’s and departmental administration through budget revisions, no cost extensions, and/or related materials as necessary. Provides post-award accounting of grants and contracts for CLAS Units, principal investigators and University core offices which includes reports of grants and contracts to ensure expenses are being paid according to contract. Interacts with sponsors and staff to resolve problems and correct errors in fund management. Works with department administrators, principal investigator (P.I.) and University core offices to resolve issues.
• A non-inclusive list of duties would include: Review award documents for acceptance and processing; oversee the management of awards for compliance with sponsor’s financial guidelines; reconcile expenditures to ensure costs are allowable, allocable, reasonable and consistent with funding agency regulations; advise principal investigators and departmental administrators on university, state and federal guidelines governing expenditures and other award activities; provide financial reports to investigators and departments to assist in award oversight; work with C&G to close-out projects, including transferring of residual accounts; maintains records of payments received from sponsors; assist auditors with data requests and reports; maintain and monitor records associated with the University’s subcontracts including processing encumbrances and payments.
Analyzes expenses, develops cost projections, and provides financial tracking and fiscal control to fulfill reporting requirements. Provides basic accounts payable human resource/payroll support. Monitors final reporting requirements.
Works as primary contact and liaison for departmental faculty and staff and the Division of Sponsored Research for pre-awards and post-award actions and processes. Other duties as assigned.
- Experience with university and state regulations regarding sponsored research administration fiscal and budget matters, and human resources.
- Experience with MYUFL, Microsoft Office programs, UFirst, FastLane (NSF), Era Commons (NIH) MYINVESTIGATOR, fund accounting, and/or Human Resource Services
- Understanding of excellent customer service
- Knowledge of university and state regulations regarding sponsored research administration fiscal and budget matters, and human resources.
- Critical thinking skills
- Analytical and problem-solving skills (including researching and analyzing complex data to develop accurate reports)
- Strong people skills
- Strong team management skills
- Ability to work well in a team environment
- Ability to work independently
- Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments
- Professional attitude that is conveyed in all interactions, communications, and appearance
- Practices excellent customer service
- Takes ownership of the resolution of problems
- Remains flexible and accountable
- Manages conflicting responsibilities
- Prioritizes tasks
- Consistently meets deadlines