Research Administrator I

University Of Florida; Gainesville (FL); Hybrid; USD 34,000 - 39,000; Full time

Job summary

The University of Florida is seeking a Research Administrator I to manage complex grant and contract administration on sponsored projects at the main campus in Gainesville, FL. You will coordinate pre- and post-award activities, ensure regulatory compliance, and drive timely financial reporting.

You will work with PIs, central offices, and departmental staff to ensure proper budgeting, cost allocations, and adherence to sponsor requirements. This role is on-site and pays hourly with benefits.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.

Responsibilities

• Review award documents for terms and conditions and interpret policies.
• Complete award setup in UFIRST, including routing agreements, subawards, and subprojects.
• Facilitate submission of non-fiscal compliance items to DSP prior to award setup (IRB, IACUC, SFI, export control).
• Ensure timely payroll distribution setup for project personnel.
• Process modifications in UFIRST (funding changes, no-cost extensions, rebudgets).
• Maintain project summaries and meet with PIs at least once per semester.
• Monitor expenditures alignment with budgets and regulations.
• Support subrecipient monitoring and timely approvals to C&G.

Skills

Budgeting

Grant administration

Regulatory compliance

Communication skills

Data analysis

Education

Bachelor's degree or equivalent

Tools

UFIRST

PeopleSoft

Microsoft Excel

Job description

Apply now Job no: 539951
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration, Veteran's Preference Eligible
Department: 60013807 - AG-Sponsored Project Admin

Classification Title:

Research Administrator I

Bachelor's degree; or an equivalent combination of education and experience.

Job Description:

Award Setup, Modifications & Subawards

Review award documents for applicable terms and conditions and interpret relevant policies and regulations.

Complete award setup in UFIRST, including routing agreements, establishing subawards, and creating subprojects as needed.

Facilitate submission of all non-fiscal compliance requirements to DSP prior to award setup, including IRB, IACUC, SFI, export control, and other regulatory items.

Ensure timely payroll distribution setup for all project personnel.

Facilitate temporary and advance spending requests.

Post Award Management, Closeout & Reporting

Process modifications in UFIRST, including incremental funding, no-cost extensions, rebudgets, and other prior approvals.

Submit CAS exemption requests when applicable.

Maintain project summaries and meet with PIs at least once per semester.

Ensure timely follow through on all changes or additions made to new or existing projects. This includes ensuring Ensure all project changes are implemented and expenditures (salary and non-salary) align with the awarded budget and applicable regulations.

Collaborate with PIs and departmental staff to ensure proper allocation of expenditures; monitor burn rates, encumbrances, and close purchase orders in a timely manner.

Monitor cost share to ensure commitments are properly recorded, allowable, and on track.

Support subrecipient monitoring, including invoice review, ensuring allowability and alignment with the subaward budget, and timely approval and submission to C&G.

Perform monthly reconciliations using institutional reports and internal records to identify and correct errors.

Facilitate award closeout by ensuring expenditures are appropriate, encumbrances are cleared, balances are resolved, effort commitments are met, and cost share requirements are fulfilled.

Support C&G with final financial reporting as needed and coordinate with PIs to ensure timely submission of technical, patent, and property reports.

Payroll/Effort Management

Manage payroll distributions and effort for assigned PIs and staff, including entry, reconciliation, and cost transfers as needed.

Provide PDRRs for cross-departmental payroll distributions.

Ensure payroll charges align with approved allocations and supporting documentation.

Administer effort reporting, including distribution, review, certification tracking, and issue resolution.

Monitor effort commitments and notify appropriate parties of significant reductions (≥25%), facilitating sponsor approval when required.

Ensure committed cost share is accurately reflected in effort reporting.

Research Compliance

Maintain knowledge of federal regulations and sponsor requirements, including OMB Uniform Guidance (2 CFR 200), FAR/DFARS, and agency-specific guidance, and apply in conjunction with State and UF policies.

Demonstrate working knowledge of compliance areas including CAS, IRB, IACUC, FCOI, and export control.

Proactively review transactions for compliance, mitigating risk and preventing unallowable costs.

Partner with PIs, departmental staff, and central offices to promote consistent application of policies and sound financial stewardship.

Provide guidance and training to support compliance with evolving requirements.

Support audits and reviews by compiling accurate documentation and collaborating with leadership, senior RAs, and core offices (DSP, C&G) to address findings and implement corrective actions.

Pre-Award Administration

Serve as backup support for pre-award activities, including proposal preparation and submission and agreement submission.

Advise faculty on sponsor guidelines, required documentation, and budget development; prepare compliant budgets, applying appropriate indirect cost rates; assist with proposal components such as cover sheets, current and pending support, and conflict of interest documentation.

Support preparation of subawards and subcontracts issued to subrecipients.

Other duties as assigned

Includes attending mandatory training, meetings and any other duties as assigned.

$25.38 - $28.74 per hour; commensurate with education and experience

Required Qualifications:

Bachelor's degree; or an equivalent combination of education and experience.

Preferred:

• Familiarity with PeopleSoft, UFIRST, and other UF systems
• Superior attention to detail and an innate curiosity
• Strong written and verbal communication skills
• Ability to understand, interpret and communicate policies and procedures
• Self-starter, diplomatic, pro-active, and able to manage stress
• Excellent analytical skills and the ability to exercise independent judgement
• Strong problem solving and time management skills, including the ability to adapt to frequent changes in work assignments, prioritize, and manage competing priorities to meet deadlines are strongly preferred
• Follow internal procedures and manage multiple priorities simultaneously, all while meeting strict deadlines
• Show tact, diplomacy, and helpfulness in interactions with internal and external stakeholders
• Possess high-level computer proficiency using web-based tools, with experience using the Microsoft Office Suite, especially Excel
• Ability to multitask, take initiative and work independently, consulting with appropriate parties as needed
• High degree of personal integrity and ethics with uncompromising standards
• Should be precise, thorough, and reliable and perform daily activities with minimal supervision

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required:

Health Assessment Required: No

Advertised: 02 Sep 2026 Eastern Daylight Time
Applications close: 17 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.