Classification Title:

Research Administrator II

Job Description:

Post Award:
The employee will work closely with the Grants Team Leader and faculty/PIs to provide comprehensive award management and daily monitoring of post award activities, including but not limited to: payroll distributions, purchasing, budget transfers, incremental funding releases, budget modifications and adjustments, supplemental funding requests, subaward monitoring, no cost extensions, cost sharing, cost transfers, etc.
Post award management requires routine and detailed fiscal analysis in order to forecast each award’s financial trajectory for their portfolio. The incumbent should review their financial analysis and projections with their PIs on a consistent (monthly) basis to ensure accuracy and budget adherence.
Advise Principial Investigator (PI) and Contracts and Grants (C&G) of any special parameters and/or requirements due to specific programmatic and/or compliance restraints and monitor the award to ensure compliance in these areas.
Manage daily post award activities according to the budget awarded by the sponsor and all applicable rules. Implement procedures to ensure proper allocation of expenditures. 
On behalf of the PI, recommend the need to establish a new project or release of additional funds into an existing project, advance funding requests, subcontracts, no-cost extensions, PI changes and budget transfers, as needed. 
Work closely with C&G to ensure timely invoicing and reporting per sponsor requirements. 
Analyze, handle, and oversee monthly reconciliations using reports, queries, myInvestigator, and internal records, as well as ensure the timely identification and correction of errors. 
Policies/Procedures:  Provide advice to the PI regarding the interpretation of policies, procedures, rules, and regulations. Review award documents for post award requirements. Interpret University policies and procedures, as well as federal and state rules and regulations. Requires professional knowledge regarding agreements related to Memorandum of Understandings (MOU).
Distributions:  Manage distribution setups for payroll related to grants within portfolio.
Project Commitments:  Establish and maintain project commitments in coordination with Sponsors to meet compliance regulations in relation to cost sharing and direct pay for sponsored projects.

Pre-Award Administration:
The employee will be responsible for serving as a backup for all pre-award administration. This may include independent proposal preparation and submission, knowledge of current agency guideline requirements; advising faculty on required budgets and documents specific to each proposal; prepare budgets compliant with sponsor’s guidelines and applying appropriate indirect cost rates; preparing cover sheets, current and pending documents, conflict of interest documents and will assist when needed with the preparation of sub-awards and subcontracts that are issued to sub-recipients under prime federal or non-federal grants, cooperative agreements, and contracts.

Compliance: 
The incumbent is to be familiar with and up to date on compliance policies of awarded projects and University rules and regulations. Compliance is an aspect of post award activities which can include management and/or guidance of CAS (cost accounting standards), OMB (federal circulars that dictate operational administration of the fiscal requirements on federal awards), IRB (human subjects in research, IACUC (animal subjects in research), and COI (employee conflict of interest). An expert knowledge base of resources is very important, and incumbent must be prepared to address additional compliance aspects as they arise.

Payroll/Effort Management:
The employee will be responsible for managing payroll distributions and effort for the assigned PIs and all employees paid on research funding, including graduate and undergraduate students. This includes entering payroll distributions/LOA information in myUFL, providing AD with PDRRs for payroll distributions shared by more than one department, reconciling payroll on a timely basis to ensure payroll charges are consistent with information provided, preparing payroll cost transfers as necessary.

Other:
Prepare and maintain reference documents for faculty.
Provide office support within business services, as well as county offices. Support is related to fiscal, payroll, travel, policies and procedures, contract language, Business Services’ annual conference, etc.
Collaborate with, act as back up to and assist with overflow work for grants team lead and other grant team members, as necessary.
Other related duties as deemed necessary by the Grants Team Lead and/or Associate Director of Finance Business Services for UF/IFAS Extension.
Attend workshops, meetings, trainings, etc., as recommended and/or required to keep up to date of all grants, payroll and purchasing guidelines, practices, policies, procedures, etc.

SUPERVISION

This position is expected to work independently with minimal supervision.  Instruction is provided as needed or when requested to ensure compliance with job responsibilities and understanding of tasks. Assist with coaching, mentoring, reviewing the work of OPS Grants Student Assistant.

NORMAL WORK SCHEDULE

Monday thru Friday, 8 am-5 pm

OTHER CHARACTERISTICS OF THE POSITION

Demonstrate commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.

POLICY MAKING AND/OR INTERPRETATION.

This position will be required to interpret policy related to contractual language and related rules and regulations. This position will also make policy recommendations for consideration to the Team Lead and Associate Director, as appropriate.

PROGRAM DIRECTION AND DEVELOPMENT.

This position will work as a team member to develop and plan appropriate programmatic initiatives.

COMMUNICATION

This position will have daily communication with individuals inside the organization and outside the organization at the local, county, state and perhaps federal level.

MONETARY RESPONSIBILITY.

This position provides responsible assistance regarding our grants team that oversee funds related to sponsored projects and related cash accounts.  Errors could lead to lost revenue and damage to federal, state and county relationships.

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA.

This position will have access to some sensitive and confidential data and must be trustworthy.

CREATIVITY, STRATEGY AND LEADERSHIP.

This position is considered an integral position within the office structure, advising & collaborating on initiatives and goals unit wide.

 

Expected Salary:

53,000-70,000 commensurate with 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 the UFIRST and Microsoft Office suite.
-Strong familiarity with University of Florida fiscal requirements and federal regulations.
-Willingness to develop and implement meaningful changes to improve efficiency and reduce administrative burden.
-Strong customer service skills, especially when faced with an unfamiliar question or problem.
-Excellent reading comprehension and written communication skills.
-Ability to find the root cause of a problem and willingness to offer solutions.

Demonstrated commitment to:
-Transparency through open, honest, and on time communications.
-Continuous improvement by streamlining processes.
-Teamwork by supporting the knowledge and ideas of others. 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.

Health Assessment Required: No