Research Administrator II

University of Florida; Gainesville (AL); On-site; USD 61,000 - 70,000; Full time

Job summary

University of Florida is seeking a Research Administrator II to manage complex proposal development and coordination, ensuring alignment with sponsor guidelines and institutional policies. You will handle budgets, required documentation, and timely submissions using UFIRST and related systems.

The role emphasizes collaboration with PIs, DSP, and external sponsors, maintaining compliance with federal regulations and UF policies while supporting post-award activities as needed.

Qualifications

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

Responsibilities

• Manage multiple proposals with sponsor-driven deadlines in a fast-paced environment.
• Review RFPs/RFAs/FOAs/PA and align with UF and state guidelines; develop timelines.
• Prepare proposal budgets and justifications; ensure CAS compliance and allowability.
• Advise PIs on requirements and budget revisions to meet sponsor guidelines.
• Coordinate and review proposal components for accuracy and consistency.
• Submit proposals in UFIRST and sponsor portals; liaison with DSP for approvals.

Skills

Grant and contract administration

Proposal development

Budgeting

Attention to detail

Communication skills

Education

Bachelor's degree

Tools

PeopleSoft

UFIRST

Microsoft Office Suite

Job description

Classification Title:

Research Administrator II

Classification 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:

Proposal Development & Coordination

Manage multiple proposals with competing sponsor-driven deadlines in a fast-paced environment.

Review funding opportunity announcements (RFP, RFA, FOA, PA) and identify sponsor requirements while ensuring alignment with federal, state, UF, and IFAS guidelines; develop checklists and communicate timelines.

Prepare proposal budgets and budget justifications; ensure compliance with sponsor and institutional requirements and Cost Accounting Standards (CAS), including:

• salary calculations based on effort
• fringe benefit application
• allowability of budgeted items
• application of appropriate indirect cost rates
• documentation of special conditions (cost share, space, IDC reductions, multi-unit involvement, subawards)

Advise PIs on proposal requirements and necessary budget revisions to meet sponsor guidelines.

Coordinate and review proposal components (e.g., current & pending, biosketch, facilities & resources) for accuracy, completeness, and consistency.

Review proposals for compliance with sponsor guidelines (budget, format, page limits, font size).

Coordinate with collaborating institutions to obtain required subaward documentation and secure necessary approvals and signatures.

Proposal & Agreement Submission

Establish and enter proposals in UFIRST, including personnel, sponsor, budget, and required documentation; upload materials to UFIRST and/or sponsor systems.

Submit proposals for Dean for Research review and DSP submission; submit directly to sponsor portals when required and authorized.

Assist PIs with UFIRST Agreements module transactions, including non-financial agreements (NDA, MTA, CRADA), and serve as liaison with DSP to facilitate timely negotiation and execution.

Post Submission Updates

Interact with PI, the Sponsor and DSP to ensure that problems concerning the proposal or an award are addressed in a timely manner including, but not limited to: sponsor requested budget revisions, justifications and verifications, completion of additional mandated forms, and cost sharing explanations.

Research Compliance

Maintain knowledge of federal regulations and sponsor requirements (e.g., OMB Uniform Guidance (2 CFR 200), FAR/DFARS, NIH Grants Policy Statement, NSF PAPPG) and apply in conjunction with State and UF policies.

Ensure proposals are compliant, complete, and competitive through effective coordination of all required components.

Demonstrate working knowledge of compliance areas including CAS, IRB, IACUC, FCOI, export controls, effort commitments, and cost sharing; ensure required disclosures and approvals are obtained and accurately reflected in submissions.

Post-Award Management and Reporting

Serve as backup support for post-award administration, including but not limited to: payroll and effort, budget modifications, funding actions, expenditure monitoring, subaward oversight, cost share tracking, reporting, and closeout activities.

Other duties as assigned

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

Expected Salary:

$61,000 - $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:

• 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

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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

Health Assessment Required:No