| Job Description: |
The College of Medicine’s Office of Research is hiring a Research Administrator II (RAII) to provide comprehensive support in pre- and post-award administration for grants, contracts, and clinical trials across multiple departments, including OB-GYN. The RAII will serve as a resource to the assigned department(s), providing communication, guidance, and assistance regarding research administration policies, procedures, and best practices. They will collaborate with faculty and staff to support compliance, funding management, and any other related research or administrative concerns. This role serves as a key liaison between investigators, departmental administrators, university offices, and external sponsors. The RAII ensures compliance with federal, state, university, and sponsor regulations from proposal development through award closeout. This position is also responsible effort reporting and financial oversight.
A level II RA is a skilled professional responsible for managing challenging research administration tasks. The incumbent will be expected to work independently, exercising judgment within established guidelines and practices to make decisions. They must recognize situations requiring policy waivers and possess the capability to manage projects with minimal supervision.
About This Role:
Pre-Award Administration
- Budgetary coordination with PIs to develop proposal budgets, calculating personnel, operating and facilities costs. Must be familiar with accounting principles and cost accounting standards. Ensure that all proposals are complete, accurate and appropriately formatted according to agency requirements, approved by the appropriate authorities and submitted in accordance with agency guidelines and deadlines.
- Responsible for all proposal submissions, including new research grant proposals, renewing and/or continuing grants and contracts in multiple departments. Role serves as the research office liaison with departmental grants personnel and PIs as well as other offices in the college and on campus. Provide technical assistance during proposal development. Reviews contract terms and deliverables for all proposals and provides recommendations to the PIs and departments for changes. Input proposals into PeopleSoft system and monitor routing and workflow approvals. In addition, reviews contracts and determines whether the activities should be sent through the DSR, Purchasing, or the HSC Contracts Office.
- Stays informed of and advises PIs and other departmental personnel on current policies and procedures from both internal and external sources as they relate to contract and grant activity. Design, create and maintain files and spreadsheets for all proposal submissions. Assist in negotiating budgets and terms with sponsors as needed. Gather information for NIH “Just in Time” for the award which includes but not limited to, other support information for faculty involved on grant and human subject certification forms for faculty involved on grant.
Post-Award Administration
- Upon notice of award this position, working in conjunction with the PIs and departmental fiscal and HR staff, the incumbent is responsible for all fiscal activity related to any contract/grant/clinical trial (projects). Responsible for monitoring the daily activities for all projects, including but not limited to, the release and transfer of funds into appropriate expenditure categories and ensuring that expenditures are in compliance with project guidelines. Approving purchases and payments of project related materials and coordinating project related travel, ensuring expenditures and payments are appropriate and in accordance with agency and award stipulations.
- Assist PIs by providing information for and/or preparing progress reports and annual reviews or other agency required reports, as needed. Provide monthly reports to PIs, keeping them apprised of the fiscal status of their projects. Work with the Research Coordinators to project expenditures and salary costs for the entire budget period of the project to ensure that the project is neither over spent nor inappropriately under spent. Create and maintain files and database for all current and closed projects.
- Responsible for providing assisting with effort reporting requirements on grant projects for all PI’s in the department, including providing information on required cost sharing and agency salary cap activity. Is knowledgeable of the correct process for correcting ‘over the cap’ and ‘cost-share’ payroll retroactive distributions within the granting period including prior fiscal years. Responsible for reviewing Subcontract Certifications sent from C&G and obtaining signatures of Principal Investigators.
Fiscal Accounting Duties and Compliance Assurance
- Oversees the reconciliation of project accounts, ensuring accurate and timely posting of financial transactions. Reviews and monitors encumbrances, adjusting as necessary to maintain budget accuracy. Coordinates with departmental finance staff to manage payroll distributions, encumbrances, and expenditure corrections.
- Supports the preparation of audit documentation and compliance reviews, ensuring all fiscal activities meet university and agency standards. Collaborates with procurement teams to facilitate purchases and ensure proper allocation of expenses to appropriate accounts.
Other Administrative Activities
- Works with Research Administration Manager, and other office/department leadership on assigned projects as needed. Participates in professional development activities to maintain current knowledge of research administration trends and requirements.
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.
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
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| Preferred: |
The ideal candidate will possess:
- Ability to communicate effectively both verbally and in writing, to plan, organize and coordinate work assignments, to collect, evaluate and analyze data. To work independently, to coordinate and supervise projects to understand and apply rules, regulations, policies and procedures and to analyze same.
- Experience with UF systems such as UFIRST, PeopleSoft, EPIC, and ONCORE
- Familiarity with IRB, NIH protocols, and UF research policies
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