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The Department of Chemistry is seeking a Research Administrator II to be part of a team that administers and manages its sponsored research program. The Research Administrator II operates with moderate independence and responsibility and is guided by the Accounting Manager, Research Administrator III, and the Department Chair. The Research Administrator II performs various pre- and post-award functions, interprets and carries out UF and sponsor policies and procedures, and tracks spending and researcher effort, while interacting with faculty and other researchers. This position will also process financial transactions and provide oversight and guidance to administrative support assistants, graduate students, and faculty regarding purchasing, PCards, travel, and reimbursements in the Department of Chemistry. Duties and responsibilities include, but are not limited to:
Pre-Award:
Provides pre-award support assistance with the development, management, authorization, and transmittal of proposals to federal, state, and private funding agencies. This includes reviewing proposals and confirming specific requirements and policies of the Request for Proposal (RFP) are met.
Post-Award:
Assist the Research Administrator III in monitoring all award actions through the full award cycle. Ensure proper documentation and routing via appropriate UFIRST module(s), per institutional policy.
Collaborate with various UF offices to ensure timely completion of steps. These may include DSP, Division of Research Compliance & Global Support (DRC), Contracts & Grants (C&G), and Cost Analysis.
Examine new/modification award documents for changes from proposed funding levels. Collaborate with PI to adjust budget according to awarded levels and obtain relevant approvals, per department and college procedures.
Determine the need for advance/temporary release of funds when official actions are delayed. Anticipate and confirm the need for no-cost extensions and advise the PI of the process.
Reconciliation:
Prepare and maintain monthly reconciliations for all active sponsored programs and cash-based projects in the portfolio.
Review expenditures for appropriateness according to state, federal, sponsor, and institutional guidelines.
Budget:
Review budgeted personnel on sponsored programs to ensure that funds are available and spent appropriately via PeopleSoft commitment accounting. Assist effort coordinator during effort process for all faculty and research-funded employees in the assigned research area.
Identify budgeted items that violate cost accounting standards (CAS) and guide the PI through the exemption request process via UFIRST.
Review proposal and award for institutional commitments; track and compile appropriate documentation for these commitments.
Monitor the rate of expenditures to ensure that active grants are efficiently spent over each budget period. Communicate with PIs to review and approve reconciliation reports and discuss discrepancies.
Prepare projections and other financial reports at the request of the PI, supervisor, or department chair. Coordinate with PI and C&G to ensure timely submission of invoices, financial reports, progress reports, and final reports to sponsors.
Attend/participate in training and networking events relevant to fiscal responsibility and research administration. Research policy guidelines from various institutions, agencies, and uniform guidance and apply findings to the management of sponsored programs. Communicate newly discovered information with peers and supervisor.
Process corrections in Peoplesoft for errors discovered during the reconciliation process.
Fiscal:
Purchasing lab supplies, equipment, other items and services for Chemistry faculty, their research groups, the undergraduate teaching labs, and the department, utilizing Federal and Non-Federal grants, State of Florida, and University of Florida Foundation funds.
Create requisitions, as well as verify and complete requisitions, for administrative assistants and graduate students; verify that the items are allowable, attach quotes, and verify that the funding source supports the purchase. Complete change orders correcting original purchase orders as necessary.
Processes invoices for payment in the marketplace. This involves comparing shipping documents with items received, checking invoice price extensions and totals against the purchase order, and verifying items were received and are in acceptable condition before payment is made.
Work with UF Procurement to assist faculty with large dollar purchases that require competitive bidding or sole source documentation. Facilitate this process and follow through with timely payments to vendors.
This position will be responsible for a subset of the Pcard holders whose purchases need verification and approval.
Inspects backup documentation as submitted by the cardholder and compares it to UF policy on documentation requirements. Identifies any need for additional documentation or clarification of purchases and corresponds directly with the cardholder to obtain this information. This requires frequent interactions with administrative assistants and faculty to ensure items are received and reconciled accurately and in a timely manner.
Review and approve Travel Requests and Expense Reports in Concur.
As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.
Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.
Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.
UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings) and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville.
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