Research Administrator II

Classification Title:

Research Administrator II

Job Description:

Research Administrator 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.

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.

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 duties and responsibilities include, but are not limited to:

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.

Create E2E journal entries to correct various chartfield or account code errors as necessary.

Prepares deposits in PeopleSoft for checks, wire transfers, and credit cards payments received by the department.

Provides review and guidance to Chemistry's Administrative Support Assistants regarding procurement, travel/reimbursements, PCard purchases, and other policies. Serves as a departmental-level expert, including handling complex fiscal tasks.

Expected Salary:

$55,000 - $60,000

Minimum Requirements:

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

Preferred Qualifications:

Must have the ability to communicate effectively both verbally and in writing, to plan, organize and coordinate work assignments, and to collect, evaluate and analyze data.

Must be able to understand and apply rules, regulations, policies and procedures, and analyze same; and have the ability to identify, research, and solve problems.

Must be able to work in a large research-active department with a large number of international faculty and graduate students. Experience with myUFL, UFIRST pre- and post- award, myUF Marketplace, TEAMS, and Excel preferred.

Prior experience with NIH, NSF, and industrial sponsors is a plus.

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.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:
No

Advertised: 05 Sep 2024 Eastern Daylight Time
Applications close: 12 Sep 2024 Eastern Daylight Time