Research Administration Assistant - Pediatrics Administration Division

Main Campus (Gainesville, FL)
Jan 13, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515471
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Business/Accounting/Finance, Research/Scientific/Grants, Veteran's Preference Eligible
Department:29090100 - MD-PEDS-ADMINISTRATION

Advertised: 11 Jan 2021 Eastern Standard Time
Applications close: 18 Jan 2021 Eastern Standard Time

Classification Title:

Research Admin Assistant

Job Description:

The Research Administration Assistant will support sponsored research activities within the Child Health Research Institute [CHRI] and the Powell Gene Therapy Center [PGTC]. General activities include the reconciliation of charges to the appropriate funding source; ordering research supplies as necessary; processing research-related travel; assisting with grant tracking, reporting, and managing activities; preparing and sending reports; and serving as front-line administrative help the research laboratories.

Responsibilities to include:

  • Fiscal Support
    Responsible for the reconciliation of CHRI and PGTC PCARD purchases to the appropriate funding source, following institutional policy. Create purchase orders and process vouchers in myUFMarket to the appropriate funding source. Obtain and reconcile Travel Authorizations as necessary. Process expense reimbursements as necessary. Ensures expenditures and charges are completed on a timely basis to ensure accounts are closed out as required.
  • Grants Support
    Ensure maintenance/upkeep of all the grants documentation, records, and invoices. Keep a list of active projects, including full chartfield information and project balances. Monitor accounts to ensure expenditures are appropriate and balances are current. Run monthly project reports (grant summary, transaction detail, projected payroll, payroll detail, and PI summary). Collaborate with Principal Investigator and Associate Director of Research to ensure proper management of research funds. Provide Principal Investigators guidance regarding rules and regulations governing extramural research wards. Process various forms (closeout memos, subcontract certifications, etc) promptly.
  • Administrative Support
    Provide administrative support to Principal Investigators and the Associate Director of Research. Prepare a variety of confidential documents, including letters and reports. Maintain administrative records. Submits and tracks facilities requests for repairs and maintenance. Coordinates equipment service visits. Collects and delivers mail daily. Completes various tasks as assigned.
  • Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.

Expected Salary:

$16.20 - $18.20 per hour; commensurate within this range based on qualifications and experience.

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

  • Experience using the myUFL financial system. Ideal candidate would be able to look up balances, chart field information, and process expense reimbursements and travel authorization, and reconcile PCARD charges
  • Experience using the myUF market. Ideal candidate would be able to order supplies and create Purchase Orders
  • Familiarity with University policies and procedures related to procurement of research supplies, PCARD, and cost accounting standards
  • Good verbal and written communication skills
  • Good organizational development skills
  • Demonstrated experience operating in Microsoft excel

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references.

Work schedule is Monday through Friday, 8:00am to 5:00pm. Nights & weekends as needed for on-going research.

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 position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time-limited position.

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

Health Assessment Required:


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