Research Administrator III

Main Campus (Gainesville, FL)
Sep 16, 2020
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 514598
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Research/Scientific/Grants
Department:28100000 - VM-INFECT DISEASE & IMMUNOLOGY

Advertised: 11 Jan 2021 Eastern Standard Time
Applications close: 25 Jan 2021 Eastern Standard Time

Classification Title:

Research Administrator III

Job Description:

  • Responsible for the day-to-day administration of the business aspects of all research activities within the Dinglasan lab and the SE Center of Excellence, which is a CDC grant encompassing many integrated projects spanning multiple colleges, as well as multiple subcontracts and external collaborators. This includes the facilitation of procurement and confirmation of receipt of all products and services for the Dinglasan lab (and a select few others), including ACS purchases. Responsibilities also include the monitoring of and assistance to the PI in the filing of all internal regulatory documents such as IACUC and EH&S compliance.

  • Responsible for the processing of all travel claim associated with the Dinglasan lab and the SE Center of Excellence. This includes working with the CoE program coordinator on multiple training seminars sponsored by the CoE, and assisting the program coordinator with setting up and making the travel reservations for the trainees and instructors.

  • Provides post award financial administration and management of a large and complex research portfolio. This includes preparing, submitting, and maintaining records of financial activity for all sponsored and non-sponsored funds managed by Principal Investigator, and providing forecasts to all faculty involved with the CDC project (15 or so subprojects and subcontracts outside UF). These forecasts include detailed analysis of past, present and future projected spending and shall identify current and/or future potential issues regarding current spending patterns with suggestions regarding potential actions to remedy such issues. This position is responsible for determining and implementing policies and procedures that are in accordance with the requirements and guidelines of the research award sponsor and the governance structure of the University of Florida.

  • Assists investigators in preparation, review, and input into UFIRST and/or sponsor portals of all documents other than the research strategy for grant submissions. This requires familiarity with common award sponsor requirements and the interpretation of regulations and guidelines of the various funding agencies including federal sponsors, foreign sponsors, private foundations and other academic institutions. This activity also includes studying the individual funding announcements to ensure that all such documents are correctly prepared and that all proposal submission rules and guidelines are followed for each individual proposal.

  • Assists the Principal Investigator with the preparation of internal and external reports for sponsored projects including various complex reports performed on an annual and/or interim basis. Such reports include working within NIH ERA commons, external institutional platforms (for subcontracted funding), and directly with other non-governmental grant sponsors. This will include the financial and procedural aspects of the required reports that will vary by sponsor.

  • Monitors and initiates changes in salary distributions to department administration. This includes ensuring that pay is appropriately distributed throughout the lifespan of sponsored awards. The incumbent will confirm and approve all reported labor and vacation/sick time for non-exempt and/or student employees. The CoE also administers a summer intern program, which will require the requisition of contact info and the initiation of hire requests for the participating interns.

  • Serves as liaison between the Dinglasan Lab/CoE and the Office of the Chair, DSP, C & G, IACUC, and outside agencies.

  • Perform related duties as required or deemed appropriate to accomplish the responsibilities and functions of the position.

  • Onboarding of all new employees and volunteers which includes completion of all documentation and requests for their necessary access to all systems and facilities, assisting with training completion, social security office, housing, tax info, and banking assistance for foreign nationals

  • Monitor spending patterns and approve all invoices on behalf of the Principal Investigator’s external subcontracts and also monitor all funding of the UF internal subprojects relative to the Southeastern Center of Excellence.

  • Responsible for assisting with interpretation, preparation and review of incoming grant awards contracts and reporting requirements to the various funding sources both public and private. This also constitutes creating a comprehensive scheduling and adherence to the reporting schedules of all the various sponsors for projects being funded by federal, state, foreign and private agencies.

Expected Salary:

$60,000 - $70,000 annually; commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

  • Ability to handle multiple projects with critical deadlines and changing priorities simultaneously and accurately. This is vital to success in this position.
  • Comprehensive knowledge of NIH and other federal agency funding mechanisms and procedures;
  • Knowledge of accepted procedures and ethical, confidential practices;
  • Exceptional verbal, interpersonal, communication, writing, research and editorial skills, as well as competence in interpreting biographical, financial, corporate and foundation information and the ability to meet deadlines as demanded by the position;
  • Strong familiarity with standard research resources and information, as well as the understanding of submitting and managing research projects.
  • Demonstrated leadership, team project management experience and time management skills;
  • Exceptional analytical skills to synthesize a high volume of information from a variety of sources and ability to interpret complex guidelines;
  • Experience with Microsoft Office Suites: Word, Power Point, Excel, Access, NIH era commons, UF internal systems such as people soft and UFIRST.
  • Strong mathematical and financial skills.

Special Instructions to Applicants:

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

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

For more information on the Dinglasan Lab, please visit our website:

For more information on the Southeastern CoE, please visit the website:

Health Assessment Required:


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