| Job Description: |
The College of Medicine’s Office of Research is seeking a Research Administration Manager to lead the Office of Excellence in Research Management and is responsible for overseeing comprehensive, full-cycle research administration services.
This includes strategic oversight of Office operations, pre- and post-award administration, regulatory compliance, and the development of college-wide training and mentorship initiatives. The incumbent serves as a primary liaison between the Office of Research and departments within the College of Medicine, ensuring effective, compliant, and collaborative research administration across all phases of sponsored program activity.
About This Role:
Office Management and Strategic Oversight
- Provides strategic oversight for project budget preparation and grant proposal submissions, ensuring compliance with agency, sponsored research, and College of Medicine guidelines.
- Manages review of state contracts, internal budgets, and required proposal documentation, including UFIRST entry and conflict of interest disclosures.
- Serves as liaison between the College of Medicine, DSP, and core offices to ensure effective communication and coordination.
- Maintains and analyzes performance metrics (e.g., proposal volume, turnaround time, compliance) to drive process improvements.
- Collaborates with department and Office of Research leadership on staffing forecasts, system enhancements, and long-term strategic planning.
Pre-Award and Post-Award Administration – College and Department Level
- Provides strategic oversight of all pre-award and post-award research administration activities at the college and department levels.
- Oversees project budget preparation and submission processes in compliance with agency, institutional, and College of Medicine guidelines.
- Manages coordination and submission of grant proposals, including UFIRST entry, internal budgets, and conflict of interest disclosures.
- Reviews and ensures accuracy of state contracts, award documents, and related financial information.
- Serves as a liaison between departments, the College of Medicine, DSP, and other central offices to facilitate smooth proposal and award management.
- Monitors and interprets policy changes related to research administration, advising stakeholders accordingly.
- Maintains performance dashboards tracking proposal volume, turnaround times, compliance, and other key metrics to support data-informed decision-making.
- Supports departments in resolving pre- and post-award challenges, aligning administrative processes with research goals and faculty needs.
- Coordinates regular check-ins with department leadership to align on priorities, provide guidance, and anticipate changes in research activity.
- Collaborates with Office of Research leadership on strategic initiatives, staffing forecasts, and continuous improvement of tools, systems, and workflows.
Training, Mentorship, and Outreach - College Level
- Leads the design, implementation, and continuous improvement of onboarding and continuing education programs for research administrators and faculty.
- Collaborates with COM leadership and research stakeholders to identify knowledge gaps and develop targeted training content in pre-award, post-award, compliance, and financial management.
- Develops and delivers multi-format training (in-person, virtual, asynchronous) and maintains shared onboarding plans to ensure consistency across departments.
- Facilitates mentorship and skill-building for new research administrators, supporting long-term professional development.
- Evaluates training effectiveness through feedback and performance metrics, updating materials and methods to meet evolving needs.
- Creates clear, user-friendly training resources and promotes cross-training and knowledge-sharing to strengthen operational consistency and collaboration.
Resource Development and Compliance - College Level
- Oversees the development, organization, and regular updating of research administration resources, including SOPs, templates, guides, and policy summaries.
- Ensures materials reflect current federal, sponsor, university, and college policies, partnering with central offices and leadership to maintain alignment and compliance.
- Oversees the creation of user-friendly content and tools to support administrators and faculty across the full research lifecycle, integrating compliance guidance where needed.
- Monitors regulatory changes, addresses recurring compliance issues, and implements scalable solutions to improve resource accessibility and effectiveness.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
About the College of Medicine:
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of diverse populations, the College of Medicine plays a pivotal role in shaping the future of medicine.
For more information about the College of Medicine and its programs, visit College of Medicine.
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| Preferred: |
The ideal candidate will possess:
- Deep knowledge of federal, state, university, college, and departmental regulations governing sponsored research and financial compliance.
- In-depth understanding of accounting principles and regulatory frameworks related to State, Federal, and institutional sponsored programs.
- Strong familiarity with major funding agencies (e.g., NIH, NSF, DOD), private foundations, and corporate sponsors, including their application and compliance requirements.
- Demonstrated experience navigating University of Florida systems and sponsored projects policies, with proficiency in UFIRST, ASSIST, ProposalCentral, Grants.gov, Fastlane, and related platforms. Familiarity with UF and College of Medicine procedures is highly preferred.
- Experience with PeopleSoft and related enterprise systems.
- Proven ability to lead, train, and support research administrators; applies sound administrative judgment and fosters a culture of compliance and customer service.
- High-level proficiency in Microsoft Office (particularly Excel and Word); experience with WordPress and database tools is essential.
- Strong analytical skills, including program evaluation, financial forecasting, and interpreting complex data to inform strategic decision-making.
- Exceptional organizational and time-management skills, with the ability to manage competing priorities and meet deadlines in a fast-paced, evolving environment.
- Demonstrated discretion in handling confidential information and maintaining professionalism in all interactions.
- Proactive, solution-oriented mindset with a proven ability to lead through change and improve operational efficiency.
- Track record of achieving performance goals and delivering high-quality support to investigators and departments.
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