Sponsored Programs Administrator II

Gainesville FL
Aug 03, 2017
Institution Type
Four-Year Institution
Classification Title:

Sponsored Programs Administrator II - Awards

Job Description:

The Office of Research (OR) is the University of Florida’s (UF) central research administrative office responsible for the oversight and management of over $700 million of sponsored activity awarded annually to UF by nearly a 1000 different sponsors. The Division of Sponsored Programs (DSP) is OR’s primary division that is responsible for submitting Principal Investigator’s proposals, negotiate, accept and facilitate awards on behalf of the University of Florida.
The Sponsored Programs Administrator II will be responsible for facilitating a wide range of sponsored programs administration activities, including managing a large portfolio of proposal submissions, negotiation/acceptance of awards, and represents DSP in award management. Essential functions of this position include:

  • Award Negotiations and Acceptance
    • Interprets, negotiates and applies federal and sponsor policy and regulations to determine acceptable conditions of awards including such areas as: Conflict of Interest, Export Control, Intellectual Property, Indemnity, Governing law, Cost Principles, data and information security requirements, Human use, Animal use and lab safety;
    • Elevates with appropriate University experts and offices (i.e., the Office of Technology Licensing, Contracts and Grants Accounting, General Counsel, Division of Research Compliance, IRB, IACUC, EHS, Privacy Office) as needed throughout negotiations for review and feedback;
    • Maintains accurate and complete files and records for each award or agreement; ensures awards are consistent and meet standards that are designed to assist adherence to University policies and procedures;
    • Represents the DSP in relationships with sponsors;
    • Prepares awards for acceptance on behalf of the University of Florida;
    • Ensures accurate award data is entered into the University of Florida Integrated Research Support Tool (UFIRST) and finalizes the award set-up process using in UFIRST.
  • Award Management
    • Review and facilitate award change requests including re-budgeting, pre-award costs, carryover of unobligated balances, and no-cost-extensions;
    • Maintain knowledge with university and sponsor electronic research administration systems and procedures in order to ensure timely and compliant submission of post award activities;
    • Assists in the development and implementation of office procedures to support DSP and campus policy;
    • Examines existing systems, practices and procedures using methods which result in improved organizational performance;
    • Provides policy and procedure interpretation to academic departments;
    • Acts as a liaison between faculty, campus administrators, agency officials, as well as federal, state, and local offices to troubleshoot problems or issues that develop during the course of a project.
  • Pre-Award Activities
    • Coordinate and support faculty and staff in the preparation of proposals being submitted to federal, state, corporate, and other funding agencies;
    • Review proposals for accuracy and compliance with federal, state, university and sponsor regulations;
    • Review proposed budgets for compliance with guidelines; check budget details for accurate reflection of line items and proper indirect cost rates;
    • Facilitate submission of a large volume of proposals to federal, state, corporate, and other funding agencies on behalf of the University of Florida;
    • Appointed a Signing Official for proposal submissions;
    • Become and maintain expert knowledge with university and sponsor electronic research administration systems in order to ensure timely and compliant submission of proposals;
    • Point of contact for post submission of proposal materials requested by sponsors.
    • Responsible for the review and negotiation of grants, contracts, awards, agreements, non-disclosure agreements, data use agreements, and other agreements or documents relating to research, training and other sponsored programs.
Advertised Salary:

Commensurate with education and experience.

Minimum Requirements:

Bachelor’s degree required and two years of experience in sponsored program administration or an equivalent combination of education and experience.

Preferred Qualifications:
  • Knowledge of external regulations and sponsor policies that apply to grant preparation, submission and award processing and management.
  • Ability to establish, build and maintain working relationships with campus and funding agency representatives.
  • Candidates must have excellent written and oral communication skills and be customer service oriented.
  • Knowledge of electronic research administration software required.
  • At least three years of sponsored programs administration experience that demonstrates knowledge of federal policies governing the administration of grants, contracts, and cooperative agreements at educational institutions, including the Federal Uniform Guidance, Federal Acquisition Regulations, Code of Federal Regulations, NIH Grants Policy Statement, NSF Grants Policy Manual, and knowledge of State regulations applicable to the University of Florida.
  • Ability to provide excellent customer service.
  • Ability to be an effective communicator verbally and in writing.
  • Ability to critically think and use good judgment.
  • Ability to establish and maintain effective working relationships.
  • Ability to interface with electronic business applications with other systems.
  • Ability to use with personal computers, Windows, Word, Access Database, Excel, UFIRST and myUFL Grants.
Special Instructions to Applicants:
  • To be considered for this position all applicants must submit a cover letter, resume and list of references.
  • This position requires a background check.
  • Application must be submitted by 11:55 p.m. (EDT) of the posting end date.
Health Assessment Required: No