| Job Description: |
Coordination and Communication for State-Sponsored Awards
- Serves as a primary liaison between the Institute of Food and Agricultural Sciences (IFAS) and State sponsors to ensure effective communication and collaboration.
- Coordinates with the Division of Sponsored Programs (DSP) and Contracts & Grants (C&G) Accounting on all matters related to State-sponsored awards to ensure consistency and compliance with institutional requirements.
- Develops, maintains, and disseminates standard operating procedures (SOPs) and best practices for managing State-sponsored programs.
- Communicates critical information, reporting requirements, and deadlines from State sponsors to Research Administrators (RAs), Principal Investigators (PIs), and other stakeholders across IFAS.
Post-Award Research Administration and Research Administrator Support for State-Sponsored Awards
- Assists IFAS RAs in the review and tracking of award documents and terms and conditions relevant to the management of State-sponsored programs.
- Provides post-award administrative support to RAs to ensure the accuracy of approved budgets and provides support for the compilation of re-budgeting amendments/requests.
- Reviews rebudgeting requests for accuracy, consistency, and compliance prior to submission to the sponsor.
- Provides training, guidance, and technical assistance to PIs and unit staff on procedures, requirements, and best practices related to State-sponsored programs.
- Coordinates with RAs and unit fiscal personnel to compile and maintain appropriate supporting documentation for all State awards.
- Provides mentorship, supervision, and training support to ensure sufficient documentation to justify all expenditures on sponsored projects, demonstrating allowability, allocability, reasonableness, and benefit to the project.
Post-Award Portfolio Management
- Manages post-award activities for an assigned portfolio of grants and contracts within one or more units (e.g., school, department, division, institute, or center), applying knowledge of sponsored program rules and regulations, institutional policies, and best practices in financial and research administration.
- Reviews award documents and associated terms and conditions to ensure accurate award setup and compliance with sponsor and university requirements.
- Completes award setup and budget reconciliation in UFIRST; develops and maintains projection and tracking tools to monitor award activity and financial performance.
- Provides comprehensive post-award management, including oversight of payroll distributions, commitments, cost share, effort certification, budget transfers, budget modifications, incremental and supplemental funding requests, subaward monitoring, no-cost extensions, cost transfers, and award closeout.
- Monitors expenditures to ensure costs are allowable, allocable, reasonable, and consistent with award terms, sponsor guidelines, and university policies.
- Collaborates with PIs, RAs, fiscal staff, and central offices to identify, resolve, and prevent issues related to budget management, spending, and compliance.
- Assist PIs with subrecipient monitoring responsibilities to ensure compliance with applicable regulations and institutional requirements.
Research Compliance
- Advises PIs and departmental administrators on compliance with university, state, and federal regulations governing sponsored programs, including expenditures and post-award activities.
- Supports the Director and core offices in the preparation of responses to audits, reviews, or other sponsor inquiries, ensuring the provision of complete and accurate documentation.
- Maintains a comprehensive understanding of University of Florida, State of Florida, and sponsor-specific policies, as well as federal regulations (e.g., OMB Uniform Guidance, 2 CFR 200) when applicable to federal flow-through funds.
- Ensures adherence to applicable compliance areas, including Cost Accounting Standards (CAS), Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), Financial Conflict of Interest (FCOI), export control, and other related university policies.
- Ensures proper interpretation and communication of special award requirements, restrictions, or terms that may affect project execution or financial management.
Agreement and Amendment Support for State-Sponsored Awards
- Assists RAs and PIs with the preparation, routing, and tracking of agreements, amendments, and related documents submitted through the UFIRST Agreements and UFIRST Modifications modules.
- Serves as a point of contact to ensure consistent communication, follow-up, and timely resolution of agreement negotiations involving State-sponsored programs.
Other Duties as Assigned
- Provides support to the IFAS research enterprise through participation in special projects, process improvement initiatives, and temporary coverage or backfill of vacant positions as needed.
|
| Preferred: |
- Proficiency with PeopleSoft, UFIRST, and other UF enterprise systems.
- Knowledge of State of Florida sponsored program requirements, terms, and conditions, particularly those related to agriculture and natural resources.
- Exceptional attention to detail and intellectual curiosity.
- Strong written and verbal communication skills.
- Ability to interpret, apply, and explain policies and procedures clearly.
- Self-motivated, diplomatic, and proactive; able to manage stress effectively.
- Excellent analytical and problem-solving abilities with sound independent judgment.
- Strong time-management skills, with the ability to prioritize and adapt to frequent changes while meeting deadlines.
- Demonstrated ability to manage multiple priorities and maintain accuracy under tight timelines.
- Professional tact, diplomacy, and customer service in all interactions.
- Advanced computer proficiency, including Microsoft Office Suite (especially Excel) and web-based tools.
- Ability to multitask, take initiative, and work independently while consulting with others as needed.
- High degree of personal integrity, ethics, and reliability; performs duties with minimal supervision.
|