Research Administration Manager

  • University of Florida
  • United States
  • Sep 6, 2023
Full Time - Continuing

Job Description:

Classification Title:

Research Administration Manager

Job Description:

Step into a world of cutting-edge research, where you are part of a team making a profound impact on the future of aging research and healthcare outcomes. It is my immense pleasure to invite you to consider joining us, the vibrant and visionary team at the Department of Health Outcomes and Biomedical Informatics and the Claude D. Pepper Older Americans Independence Centers in our pursuit to improve the lives of older Americans!

We are recruiting for an exceptional Research Administration Manager to spearhead our research administrative endeavors. If you are someone with a passion for detail, a flair for sponsored programs and fiscal management, and an unquenchable thirst for making a difference, then this opportunity was crafted just for you!

As the Research Administration Manager, you will be the driving force behind the accurate and efficient management of our NIH center award and several other research projects. Be prepared to be the unsung hero, orchestrating the regular release of funds to support research lives of early-stage investigators while you closely monitor sub-award spending.

When employed, you will not only join forces with renowned faculty, highly professional and productive staff but also immerse yourself in the world of institutional grant transfers, multi-center collaborations, and training program proposals. With every step, you will grow, learn, and shine as you in all things research administration.

We offer a competitive salary, hybrid work options, annual National Council of University Research Administrators (NCURA) membership and conference networking with partnering institutions. Are you ready to for a position where your skills are valued and passion meets purpose and impact? Apply below to take advantage of this opportunity.

We can't wait to welcome you to our extraordinary team at the Department of Health Outcomes and Biomedical Informatics and UF Claude D. Pepper Center!

Duties to Include:

Responsible, accurate, and efficient post-award management of the NIH center and related contracts in HOBI. Much of this work will fall under the NIH center award where there is frequent activity releasing and monitoring sub-awards throughout the University. The incumbent is familiar with accounting principles and cost accounting standards. Responsible for completion of information and collection of needed documentation required on behalf of the College for UFIRST Awards module set up. Awards set up includes, but is not limited to, associated subproject set up, associated sub-award agreement set-up, establishment of needed effort commitments for key personnel, and set up of F&A Center designations.

Provides accounts payable support and control for sponsored projects ensuring expenditures and payments are appropriate and in accordance with university, agency, and award stipulations. This includes but is not limited to providing transaction approvals to the fiscal team, facilitating no cost extension and carry-forward requests, working with faculty to complete progress reports, assisting with CAS exemption requests, PDRRs, initiating requests for budget/cost transfers, facilitate close outs, and monitor cost sharing requirements. Meets with and provides Principal Investigators with regular reports to ensure expenses are being paid according to grant/contract budget and agency guidelines and meets with the PIs as requested to review report data and address questions or concerns. Analyzes expenses, develops cost projections, and provides financial tracking information to department and center faculty as needed/requested.

Provides faculty with needed financial and/or personnel information for agency progress and final reports. Oversees sub-award invoice certifications by faculty and provides certification reminders to faculty on invoices awaiting approval. Works in coordination with the College’s compliance office in the monitoring of IRB and OCR deadlines, and to ensure Human Subject Payment requests or other financial requests related to compliance issues correspond to approved UF protocols. Provides contract and grant associated information for Tenure and Promotion and annual evaluation packets.

Responsible for the development, management, and transmittal of NIH center and HOBI departmental contract and grant proposals to federal, state, and private funding agencies. The incumbent is knowledgeable of all college, university, and agency policies and procedures applicable to contracts and grants proposal preparation and provides technical assistance to PI and research administration staff as required. Will serve as a College expert on institutional grant transfers, large multi-center, multi-site, and training program proposal preparation and subsequent grant management. Works as a liaison for the HOBI department faculty and staff and the Division of Sponsored Programs for pre-award actions. Reviews contract and grant program announcements for compliance with sponsor and University terms and regulations, and reviews term outlining the negotiation and acceptance of resulting grant awards. Proposal submission includes review of, formatting and uploading documents, budget preparation, entry and routing of proposals in UFIRST or other applicable submission modules and coordinating all aspects of the proposal submission to insure thorough and timely submission to the Division of Sponsored Programs for review and submission to the funding agency. Monitors grant progress and compliance with agency documentation requests. Responsible for working in collaboration with the PI and the Division of Sponsored Programs in providing post submission updates and agency requests for additional information in a timely and efficient manner.

Works directly with the Principal Investigators on the management of the NIH center award. The award is managed both locally as well as with NIA officials and the coordinating center to maintain fiscal and personnel records. The incumbent will be responsible for the preparation of financial reports, as well as preparation of new and continuation budgets that are part of the center. They will gather updated information, compile semi-annual and annual progress reports and the annual center Directory. Serve as a liaison to collect data from all necessary sub-awards to complete said reports. The incumbent will assist early stage investigators and pilot study awardees on all aspects of managing their award and provide necessary tracking reports. The incumbent will help manage a team of center funded staff who serve in various roles. These staff may be located in the home department or in collaborating departments.

Responsible for providing support and oversight for administrative tasks to support center and departmental faculty. This can include purchasing and fiscal duties, such as computers and other various supplies. Will also provide calendar management and coordinate with others in the department, college, or with external stakeholders for in person and virtual meetings.

This position will perform other miscellaneous duties as assigned by the Supervisor.

Expected Salary:

$80,000 - $95,000

Minimum Requirements:

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

Preferred Qualifications:

- Research center experience

- Multitasking capability

-Critical thinking skills
- Analytical and problem-solving skills, including researching and analyzing complex data to develop accurate reports

- Professional attitude that is conveyed in all interactions, communications, and appearance
- Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments
- Able to work well in a team environment
- Take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines
- Self-motivated and capable of working independently
- Strong people and team management skills
- Experience with UFIRST, myUFL, Microsoft Office applications, fund accounting, and/or Human Resources
- Able to train up quickly in all areas and cross train as needed
- Positive attitude
- Able to pro-actively identify best practices and share those with the team
- Form good relationships with staff in the college and work in tandem with them to streamline and standardize all processes

Special Instructions to Applicants:

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

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time limited position.

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

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

Health Assessment Required: No