Research Administrator III

Apply now Job no: 530934
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Grant or Research Administration, Health Care Administration/Support
Department:29680110 - MD-CTSI FISCAL AND ADMIN

Classification Title:

Research Administrator III

Job Description:

Pre and Post Award:
Responsible for coordinating and setting up budgets for 40 + Programs budgets within the CTSI.


  • Reviews all grant and contract proposals on behalf of the director. Coordinates and directs cross college collaborations among investigators within the university and with outside institutions. Develops institute procedures for grant submissions, keeps up to date with all related university guidelines, and keeps all principal investigators abreast of changes in current rules and regulations regarding submission of proposals.
  • Interprets and implements accounting policies of granting agencies for principal investigators and program directors. Provides day-to-day fiscal oversight and guidance regarding utilization of various sources of research funds. Creates/maintains project budgets and executes distribution changes accurately and timely. Ensures consistent financial reporting in accordance with agency requirements and UF Financial Reporting Standards; Assists with PI progress reports and reporting requests from the department and college. Assures timely reporting and billing to sponsors as well as timely close-out of accounts. Works with Contracts & Grants office to prepare agency/sponsor expense invoices.


  • Maintains pre-award from start to finish. This includes inputting of proposals into UFIRST and myUFL, providing assistance to faculty and staff as necessary in completing agency forms and collecting and compiling data for proposal development and submission. Insuring compliance with institutional, departmental and federal guidelines and requirements for human and animal subjects, FCOI policies, required training and NIH Public Access policies. Works with the Department Administrator to develop grant budgets according to institution and granting agency guidelines.

Monitors KL and TL programs to ensure the awardees and staff are knowledgeable on the compliance requirements with Cost Accounting Standards and all expenditures are appropriate. Reviews funding sources for the appointments of KL’s and TL’s. Prepares cost transfers, as necessary, to properly charge/refund research projects. Updates and manages the era commons Xtrain site for new and terminated Scholars and Trainees.

Monitors CTSI Pilot Programs: Provides guidance to the Pilot awardees to ensure they remain in compliance with Cost Accounting Standards and their expenditures are appropriate. Reviews and ensures that IRB and IACUC are updated for the awardees. Reviews expenditures and makes sure the appointments following the research budget and are allowable charges and following the proposed budgets. Prepares cost transfers and or journals, as necessary, to properly charge/refund pilot projects so they stay in compliance.

Assists in the preparation of annual operating budget request (i.e., salary sources, expenses funded from extramural sources). Prepares special cost and/or budgetary reports as requested.

Assist in the preparation of annual progress reports.

Cost Sharing--coordinate preparation of effort commitments for the NIH grants and ensure the efforts are appropriately tracked and reported every effort reporting period.

Approve purchasing, travel and pcards for CTSI and CERHB Centers. Monitor and process payments in my payable's solutions.

Expected Salary:


Minimum Requirements:

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

Preferred Qualifications:
  • Thorough knowledge, experience and understanding of the College of Medicine and its relationship to the
    entire University structure, NIH research funding guidelines, and other state regulations and procedures.
  • Ability to act as liaison and must have ability to interact with professionals of various contract and grant funding sources, faculty, staff, University level contacts.
  • Ability to evaluate and give technical assistance in the preparation and submission of proposals and to evaluate data relative to proposal submission.
  • Ability to manipulate spreadsheets.
  • Excellent verbal and written communication and interpersonal skills.
  • Extensive computer experience especially with Outlook, PeopleSoft fiscal and grant modules, Word and Excel.
  • Experience with X-Train.
  • Ability to plan, organize, multi-task, and coordinate work assignments independently; ability to meet deadlines.
  • Ability to work as part of a team toward organizational objectives.
  • Ability to function under pressure, strict deadlines and highly stressful circumstances.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No.


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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