Job details
Salary $50,000 - $60,000 a year job type full-time
Full job description
The department of physics is a highly active research department unit with more than 50 faculty engaged in a broad range of experimental and theoretical research projectsThe department is seeking two research administrator iis to join the team that administers and manages its sponsored research program with approximately $10m per year in external awardsThe position operates with a high degree of independence and responsibility, working alongside other research administrators who are guided by a research manager and the department chairEach research administrator performs a variety of pre- and post-award functions, manages personnel appointments and distributions, interprets and carries out uf and sponsor policies and procedures, and tracks spending and researcher effort, while interacting with faculty and other researchersThe department of physics offers an exciting and enjoyable work environment with a large and diverse group of faculty, staff, students, and other researchers and a strong commitment to employee growthDuties and responsibilities include, but are not limited to:
Pre-award
Read and interpret proposal guidelines/solicitations for federal, state, and private funding agenciesReview all components of proposal submission, with particular focus on the budget and budget narrativeInspect the proposal guidelines for indirect cost (idc) limitations and cost cost-share requirementsConfirm the appropriate project type and apply the corresponding idc rateEnsure that no unnecessary commitment of university resources is included in the budget or budget justification of the proposal.
Recommend revisions to proposal components in accordance with the sponsor, institutional, state, and federal guidelines.
Create proposal records within the university of florida integrated research support tool (ufirst) proposal module and route in accordance with institutional policyEnsure all internal deadlines are met throughout the proposal review and approval process, as well as timely submission to the sponsor.
Coordinate submissions with relevant internal and external stakeholders including principal investigators (pis) and other key personnel, other research administrators, department chairs/directors, sponsored research offices, and/or program managers.
Advise pis on correct formatting of proposal documents such as the scope of work, budget justification, biographical sketches, current & pending support, etc., in accordance with proposal guidelines.
Post-award transactions
Monitor and manage all award actions through the full award cycleEnsure proper documentation and routing via appropriate ufirst module(s), per institutional policyCollaborate with various uf offices to ensure timely completion of stepsThese 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 levelsCollaborate with pi to adjust budget according to awarded levels and obtain relevant approvals, per departmental and college procedures.
Determine the need for advance/temporary release of funds when official actions are delayedAnticipate and confirm the need for no-cost extensions and advise the pi of the process.
Post-award management
Prepare and maintain reconciliations for all active sponsored programs and cash-based projects in the portfolioReview 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 accountingServe as effort coordinator 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, alerting the pi to high or low burn ratesCommunicate with pis to review and approve reconciliation reports and discuss discrepanciesPrepare projections and other financial reports at the request of the pi, ra manager, or department chairCoordinate with pi and c&g to ensure timely submission of invoices, financial reports, progress reports, and final reports to sponsors.
Other duties
Attend/participate in training and networking events relevant to fiscal responsibility and research administrationResearch policy guidelines from various institutions, agencies, and uniform guidance and apply findings to the management of sponsored programsCommunicate newly discovered information with peers and the ra manager.
Continually assess departmental processes, identify and communicate inefficiencies, and recommend solutions to problems.
Process correcting peoplesoft entries for errors discovered during the reconciliation processProvide occasional fiscal transaction backup to the department’s fiscal team.
Determine assignments and funding sources for graduate students each semester, in collaboration with pi and studentsCoordinate office assignments with the building manager for graduate students and visiting scholarsProvide information to building manager regarding equipment on sponsored programs, tracked via asset management.
Advertised salary:
The salary range is $50,000 - $60,000, commensurate with qualifications and experience.
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:
Experience with myufl, myinvestigator, ufirst, microsoft software (excel, word, teams)
Familiarity with uf sponsored program policies and procedures
Excellent reading comprehension and written communication skills
Attention to detail
Ability to identify, research, and solve problems
Enthusiasm and skills for successful teamwork
Excellent customer service skills
Special instructions to applicants:
In order to be considered, you must upload your cover letter, resume, and the names and contact information of three professional references.
Application must be submitted by 11:55 p.m(et) of the posting end date.
Flexible work arrangements such as remote work locations may be available.
This position has been repostedPrevious applicants are still under consideration and need not reapply.
Health assessment required:
No
