| Job Description: |
We are seeking an experienced and highly skilled Research Administrator III to support the College of Medicine's Department of Health Outcomes and Biomedical Informatics (HOBI). As a subject matter expert in research administration, this role supports all aspects of the grant lifecycle—from proposal submission to close-out—facilitating the advancement of service delivery and ensuring the accurate interpretation and application of policies and procedures. The position also serves as a trusted resource and advisor to faculty and staff.
The ideal candidate will excel at building and maintaining strong, customer-focused relationships with faculty, staff, and stakeholders. Success in this role requires the ability to function effectively both as an independent contributor and as a collaborative team member.
We value flexibility and recognize the benefits of a dynamic work environment. Consideration may be given to hybrid work arrangements for candidates based in the Gainesville area.
About This Role
Post-Award Management of Sponsored Programs
- Collaborates with department leadership to ensure responsible, accurate, and efficient post-award management of sponsored programs.
- Applies expertise in accounting principles and cost accounting standards to manage post-award processes.
- Completes and collects required documentation for UFIRST Awards module setup, including:
- Subproject and sub-award agreement setup.
- Establishing effort commitments for key personnel.
- Setting up F&A Center designations.
- Provides accounts payable support and control for sponsored projects, ensuring compliance with University, agency, and award terms and conditions. Responsibilities include:
- Approving transactions for the fiscal team.
- Facilitating no-cost extension and carry-forward requests.
- Assisting with CAS exemption requests.
- Initiating budget/cost transfer requests.
- Facilitating close-outs and monitoring cost-sharing requirements.
- Coordinates with the College’s compliance office to:
- Monitor IRB and IACUC deadlines.
- Ensure compliance-related financial requests align with approved UF protocols.
- Regularly meets with faculty to:
- Review project balances, expenses, and distributions.
- Provide financial tracking information and cost projections as needed.
- Supply financial and personnel data for agency progress and final reports, tenure and promotion materials, and annual evaluations.
- Manages distribution and effort tracking for assigned faculty and staff.
Proposal Development and Submission
- Develops, manages, and submits proposals to federal, state, and private funding agencies.
- Serves as the liaison between department faculty, staff, and the Division of Sponsored Programs for pre-award activities.
- Possesses expert knowledge of college, university, and agency policies for proposal preparation, providing technical assistance to PIs and research staff as needed.
- Specializes in institutional grant transfers, large multi-center/multi-site proposals, training programs, and subsequent grant management.
- Reviews funding announcements to ensure compliance with sponsor and University terms and regulations.
- Oversees all aspects of proposal submission, including:
- Reviewing, formatting, and uploading documents.
- Budget preparation and entry in UFIRST or other submission systems.
- Routing proposals to the Division of Sponsored Programs for timely submission.
- Responds to post-submission agency updates and information requests promptly and efficiently.
- Trains and educates new faculty on proposal submission processes and University requirements.
Policy and Procedure Development and Interpretation
- Partners with the Associate Director of Research Administration to review, draft, and implement policies and procedures.
- Provides policy and procedure interpretation to faculty and staff regarding research administration rules and regulations.
- Prepares materials for and attends meetings to address research administration-related questions or concerns and provide guidance on College/University policies.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to Secure Your Future
- Comprehensive Paid Time Off Package (including 11 paid holidays, as well as paid family, sick, and vacation leave)
- Exceptional Personal and Professional Development Opportunities (UF Training & Organization Development including leadership development, LinkedIn Learning, amongst other opportunities)
- Tuition Assistance (UF Employee Education Program)
- Public Service Loan Forgiveness (PSLF) Eligible Employer
About the City of Gainesville
Discover Gainesville, Florida, home to the University of Florida College of Medicine, where modern attractions and natural beauty harmonize to create an exceptional living environment. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators!). Explore scenic bike trails, lively farmer's markets, and a thriving local brewery scene. Immerse yourself in over 30 miles of biking and hiking trails, encounter diverse wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville's central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day's drive. Become part of our vibrant community, where the perfect blend of opportunities awaits. Learn more about what Gainesville has to offer at Visit Gainesville.
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| Preferred Qualifications: |
- Demonstrated critical thinking, analytical, and problem-solving skills, with the ability to research and analyze complex data to develop accurate reports.
- Commitment to excellent customer service, with a professional attitude reflected in all interactions, communications, and appearance.
- Proven ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.
- Strong team player who thrives in a collaborative environment and works well with others.
- Self-motivated and capable of working independently, taking ownership of problem resolution, and managing conflicting responsibilities.
- Flexible and accountable, with exceptional organizational skills to prioritize tasks and consistently meet deadlines.
- Skilled in people and team management, fostering positive relationships and teamwork.
- Proficient in UFIRST, myUFL, Microsoft Office Suite, fund accounting, and/or Human Resources systems.
- Quick learner, with the ability to adapt and cross-train in new areas as needed.
- Positive and proactive, with the ability to identify and share best practices to improve team performance.
- Experienced in building and maintaining strong relationships with staff to streamline and standardize processes across the college.
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| Special Instructions to Applicants: |
To be considered, please apply through Careers at UF and upload the following documents with your application:
This is a time-limited position.
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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