The Administrative Specialist I provides support and coordination to Florida Sea Grant’s faculty and staff with administrative functions which include the life cycle of contracts and grants, along with backup support for our asset management, space management and human resources operations. This position assists with managing Department research projects once awarded in connection with Florida Sea Grant. The FSG Administrative Specialist facilitates the advancement of service delivery and efficiency and provides policy and procedure interpretation to department faculty and staff. Responsible for maintaining customer focused relationships.
Contracts and Grants:
Pre-Award: Responsible for the development, management, and transmittal of contract and grant proposals to federal, state, and private funding agencies. Works as a liaison for Florida Sea Grant faculty and staff and the Division of Sponsored Research for pre-award and post-award actions. Proposal submission includes review of, formatting and uploading documents, budget preparation, entry and routing of proposals in UFIRST or other applicable submission module and coordinating all aspects of the proposal submission to ensure thorough and timely submission to the Division of Sponsored Programs for review and submission to the funding agency. Monitor grant progress and compliance with internal and agency documentation requests.
Post-Award: Responsible for award setup, which includes, but is not limited to associated subproject setup, associated subaward setup, establishment of needed effort commitments, F&A center designations, NOA review, payroll distributions are in place. Works with the Assistant Director, Fiscal Operations to manage project budgets and monitor sponsored program expenditures using various reporting tools. Provide Fiscal Responsibility at Tier 2 regarding the monthly reconciliation process for sponsored funds ensuring that expenses are reasonable, allocable, and allowable.
Team communication and overlap between our Research Coordinator and Communications Team to provide award information
Fiscal:
UFGO - Manages PCard charges, Travel Authorizations, and reimbursement requests using sponsored funding for the department. Coordinates with Principal Investigators to ensure that transactions are processed and completed in a timely manner. This role provides delegate and guest travel support, as needed for airfare, hotel, and rental car reservations related to the sponsored research funds.
Responsible for making and coordinating purchases for contracts and grants. Tracks and reports expenditures in coordination with the Assistant Director, Fiscal Operations.
Works with faculty, staff, and Fiscal Team to create and submit requisitions and purchase orders for the department and ensures invoice payments are processed in a timely manner related to contracts and grants.
Provides support by the journal entry log, purchasing log, invoicing log and deposit log.
Cross Training:
Assists the Assistant Director, Fiscal Operations and Administrative Specialist II (Fiscal and HR) in monitoring payroll distributions on contracts and grants to make any requested changes.
Provides support as backup for human resources in the department to ensure data is entered, timely and accurate. Also provides support for new employee fiscal training.
Assists and acts as a backup for asset management in the department, ensuring property is tagged for tracking and submits surplus requests.
Assists and acts as backup for space management in the department, helping as needed to ensure reporting is processed timely.
Other duties as assigned:
Aids the Assistant Director, Fiscal Operations with reporting requests or other special project endeavors as requested; Provide occasional administrative support for our office coverage and grant and sponsored related events.