Research Administrator II

University of Florida; Gainesville (FL); On-site; USD 65,000 - 70,000; Full time

Job summary

University of Florida in Gainesville seeks a Research Administrator II to assist faculty with grant submissions, review sponsor requirements, and manage budgets and award activity. You will liaise with DSP, contracts & grants, sponsors, and faculty to ensure compliance and timely reporting.

The role emphasizes independent work, strong financial oversight, and clear communication across stakeholders involved in sponsored projects.

Qualifications

• Bachelor's degree and two years of experience in grant and contract administration.
• Experience interpreting sponsor and UF guidelines.
• Knowledge of UFIRST, research.gov and/or grants.gov preferred.
• Strong communication and attention to detail.
• Ability to work independently.

Responsibilities

• Assisting faculty in preparing and submitting research proposals.
• Reviewing funding opportunities and submission requirements for compliance.
• Helping faculty with budgets and sponsor documents.
• Coordinating communication between investigators and sponsors.
• Advising on proposal preparation, submission processes, and funding.
• Managing awards post-submission and monitoring compliance.
• Serve as liaison with DSP, Contracts & Grants, sponsors, and faculty.
• Monitor project activities and advise on allowable costs and reporting.
• Prepare monthly financial reports and provide forecasts.
• Coordinate sponsored project closeout activities.

Skills

Grant administration

Budget preparation

Budget justification

Proposal submission

Regulatory compliance

Communication skills

Advising faculty

Project coordination

Education

Bachelor's degree

Tools

UFIRST system

Sponsor portal

MyInvestigator

Enterprise Analytics

Excel

Word

Budgeting software

Job description

Job no: 541861
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration
Department: 15020000 - DCP-SCHOOL OF ARCHITECTURE

Classification Title:

Research Administrator II

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

Job Description:

• Assisting faculty in preparing and submitting research proposals to federal, state, and private funding agencies.
• Reviewing funding opportunities, requests for proposals, and submission requirements to ensure compliance with sponsor and UF guidelines.
• Helping faculty with budget preparation, budget justification, and collecting sponsor-required documents.
• Submitting proposals for department, college, and university-level approval via UFIRST and Sponsor portal.
• Coordinate communication between investigators, departmental personnel, central research administration offices, and sponsors.
• Advise faculty regarding proposal preparation, submission processes, and funding requirements.
• Create and manage awards post-submission, review and interpret award notices, modifications, and sponsor terms and conditions.
• Serve as primary department liaison with the Division of Sponsored Programs (DSP), Contracts & Grants, sponsors, and faculty regarding award administration.
• Monitor project activities to ensure compliance with sponsor regulations, University policies, and award requirements.
• Advise Principal Investigators (PIs) regarding allowable costs, effort commitments, reporting requirements, and award management.
• Track technical, programmatic, and administrative reporting deadlines and assist faculty with timely submission requirements.
• Coordinate sponsored project closeout activities and ensure completion of required documentation.
• Coordinate award modifications, including rebudgeting requests, no-cost extensions, carryforward requests, changes in scope and other administrative actions.
• Meet regularly with faculty to review award status, discuss project progress, and identify administrative and compliance concerns.
• Assist SoA Center Directors with end of the year Board of Governors (BOG) reporting requirements and other sponsored research reporting activities.
• Reconcile sponsored project, indirect, foundation, donor, and related financial accounts in accordance with University policies.
• Conduct Tier I review of grant expenditures to ensure charges are allowable, reasonable, and properly documented.
• Monitor budgets, expenditures, burn rates, and available balances using Enterprise Analytics, MyInvestigator, and University financial systems.
• Analyze financial activity and identify potential deficits, overdrafts, compliance concerns, or spending irregularities.
• Prepare monthly financial reports for Principal Investigators reflecting month-to-date, fiscal year-to-date, and project-to-date activity.
• Provide financial projections and spending forecasts to assist faculty with strategic award management.
• Implement awarded budgets within University financial systems and coordinate budget revisions when necessary.
• Monitor personnel expenses and salary allocations charged to sponsored projects.
• Maintain financial records and supporting documentation.
• Submits required reports and supporting documentation to the DCP Grants Office and other University stakeholders.

Effort Reporting and Commitment Accounting

• Coordinate Faculty Assignment Reports (FARs) and Effort Reporting activities for faculty and staff supported by sponsored projects.
• Ensure effort commitments are accurately documented and certified in accordance with sponsor and University requirements.
• Review commitment accounting and payroll distributions for personnel paid from sponsored projects.
• Collaborate with Human Resources and departmental leadership to resolve payroll distribution discrepancies and funding changes.
• Review travel, procurement, and personnel transactions charged to sponsored projects for budgetary and compliance alignment.

$65,000 - $70,000, Commensurate with education and experience.

Required Qualifications:

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

Preferred:

Knowledge and ability to interpret University of Florida, State, Federal and sponsor rules, regulations, policies and procedures as it pertains to conducting research at UF.

Comprehensive knowledge of the grant proposal process at UF and experience with using multiple research programs such as UF's UFIRST system. research.gov and/or grants.gov preferred.

Must be able to work independently with demonstrated problem-solving skills and attention to detail.

Excellent verbal and written communication skills and ability to communicate with all stakeholders.

Skilled in the use of operating systems such as Microsoft Excel and Word, Adobe

Health Assessment Required:

Health Assessment Required: No

Advertised: 28 Oct 2026 Eastern Daylight Time
Applications close: 11 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.

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