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40%- Grant Review/Pre-Award
Collaborate with the College grants team and Principal Investigators (PIs) to prepare, review, and submit grants and contracts. Ensure budgets are in compliance with University of Florida (UF) and granting agency guidelines. Interpret and apply funding opportunity announcements (FOAs) or Requests for Proposals (RFPs), considering multiple policy levels and HHP submission protocols. Review all grant applications using a comprehensive checklist to ensure compliance with University and agency guidelines, verifying accurate language, scientific notations, and necessary documentation.
Manage regulations that involve human resources, tuition remission, paid and unpaid effort (cost sharing), department support, and indirect costs across university, college, and department levels. Handle complex proposals, including those to non-typical sponsors and NIH, the primary sponsor for HHP.
Establish proposal shells in UFIRST or other electronic systems; initiate UFIRST agreements when applicable.
Provide training and onboarding for new faculty, educating them on College and Department submission standards, and guiding them in typical budget inclusions and current submission practices.
Request necessary materials from subcontractors (e.g., site data, PI data, budget, budget justification, institutional signoffs) and incorporate subcontract budgets into primary budgets in UFIRST. Maintain all relevant materials on the shared drive.
Coordinate with faculty and PIs on preparing new grant applications, working closely on identifying key funding opportunities.
Ensure proper alignment of proposed research with the institutional priorities and ensure that all guidelines and deadlines are met for submission.
Prompt submitters for deadlines on Just-in-Time and post-submission materials. Assist in preparing budget revisions and ensure all necessary changes are completed in UFIRST.
Regularly cleaning up UFIRST proposals by promptly terminating those that were not funded.
10%- Assist with Outgoing Proposal Reviews
Assist the Director with reviewing outgoing proposals to ensure they meet submission requirements, adhere to institutional and agency guidelines, and align with overall grant strategy. Provide feedback on proposal content, budget, and compliance to improve the quality and accuracy of submissions.
35% Post Award – Grant Reporting/Compliance
Allocation Center returns through communications with the PI
Support researchers with data and current guidelines for periodic reports, including annual financial, performance, and final financial reports. Liaise with DSP and Contracts & Grants for submission of final reports.
Review award documents for consistency in personnel, committed effort, subcontracts, reporting requirements, and terms & conditions.
Reconcile grant accounts and prepare financial reports and supporting work papers for various post-award contracts and grants. Implement awarded budgets into the university financial system and collaborate with faculty and PIs to revise budgets, manage no-cost extensions, CAS exemptions, TEMP releases, renewals (IRB and IACUC), reporting, subawards, and cost analysis.
Ensure PI monthly reporting is distributed timely and consistently across college, detailing month-to-date, year-to-date, and project-period data, including personnel charges.
Provide department office managers with updated project lists outlining commitment, chartfields, and budgetary information on a regular basis.
Ensure all grant reports, both financial and performance-based, are submitted in a timely manner and in accordance with sponsor and institutional guidelines.
Assist PIs in preparing and reviewing required progress reports, final reports, and any other post-award reporting obligations.
Stay up to date with federal, state, and institutional reporting requirements and implement them effectively.
Prepare and coordinate reports for audits, ensuring all grant compliance requirements are met.
13% Additional Duties
Assist the research administration director with the training of new departmental faculty. Prepare financial reports and projections as needed, as well as other tasks as assigned. Serves as the effort coordinator backup to the College coordinator.
Act as a resource for faculty and staff on compliance with UF and external sponsor policies.
Support departmental efforts to maintain accurate and updated grant records and documentation.
Assist with internal and external audits and manage the preparation of necessary documents for audit processes.
Assist in developing strategies for improving the efficiency and effectiveness of the grants administration process.
Provide backup and support in areas of grant administration as needed.
2% Other Duties
• Attend and participate in Research Office Team meetings, Dean’s Office meetings, and any Department Team meetings as scheduled.
• Represent Associate Director at Business Leaders’ meeting as necessary.
• Routinely attend trainings and/or review new policies
• Other duties as assigned
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