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Research Administrator III

Research Administrator III

Job No: 530981
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration, Health Care Administration/Support
Department: 29140101 - MD-SURGERY-ADMINISTRATION

Job Description

Classification Title:

Research Administrator III

The position of Research Administrator III will manage and support the administrative research operations of the Acute Care Surgery (ACS) divisions and the Sepsis and Critical Illness Research Center (SCIRC). This position reports directly to the Assistant Director of Research for the Department of Surgery but will communicate and interact regularly with the Department of Surgery Vice Chair for Research, SCIRC Program Directors, and ACS faculty and staff involved in research. In addition to the direct responsibilities for the ACS divisions and the SCIRC program management, the individual is required to establish and maintain professional relationships with the University of Florida offices including the Division of Sponsored Programs, Office of Clinical Research, and Office of Institutional Planning and Research, as well as any other outside agencies that are currently or become associated with the SCIRC. The individual will also have personal contact with other University faculty and chairs, as well as their administrative staff.


Responsible for receipt and/or development of highly complex grant and contract proposals for assigned faculty in the Department of Surgery. Reviews and interprets agency guidelines prior to proposal preparation. Includes but is not limited to Federal funding agencies, Private Foundations, and University internal opportunities. Interprets the guidelines and notifies the Investigator of any potential conflicts with university guidelines or rules and regulations that require special attention.

Provide technical assistance to the Principal Investigators during the grant/contract application process. This assistance includes but is not limited to coordination of deadlines and application forms, assistance in the preparation of budgets by computing appropriate salary and fringe, University tuition rates, subcontract costs, and indirect cost rates, preparation and coordination of subcontract agreement documents, and all other administrative specifications.


Upon grant/contract award, coordinate with the Division of Sponsored Research the establishment of subprojects and subcontracts as applicable. Ensure the award is set up in PeopleSoft accurately and that a Combination Code has been established. Complete initial effort commitment forms to ensure monitoring mechanisms to ensure commitments and cost-sharing are tracked as per agency, university, and federal regulations

Process/update payroll distributions in PeopleSoft as per the budget and/or PI request. Identify any changes affecting departmental/college resources and work with divisional and department administrators as necessary to facilitate distribution updates. Process cost transfers as necessary and ensure they have been executed correctly. Update Effort commitment as appropriate each semester and assist the department Research Coordinator with Effort certifications each semester. Prepare CAS exception documents and submit them for approval as applicable.

T32 Management including but not limited to setting up awards each year, processing appointments and terminations in xTrain, coordinating with trainees creation of eracommons and ORCID iD accounts, completion of payback agreements, setting up and assisting with payment for post-doc health insurance, reviewing and tracking all expenses for each trainee, and working with C&G to close out each budget year.

Review, track, and manage grant/contract-related expenditures, reconciling monthly to ensure accuracy and compliance with agency and University regulations. Responsible for reviewing/approving vendor invoices, P-Card charges, and purchase orders within PeopleSoft for project activities. Utilize PeopleSoft to ensure all expense transactions are allowable and are under the appropriate expense category (ie travel, tuition, lab supplies, office supplies), monitor subcontract invoicing & payments, ensure correct IDC rate is being charged, and ensure all personnel is correctly distributed. Process Journal Entries as necessary and ensure they have been processed correctly. Monitor budget projections on all grants and process budget transfers between categories when necessary, allowable, and per PI request. Anticipate shortfalls/surpluses and notify Investigators when there are potential issues.

Submit monthly reports to Principle Investigators and review payroll, travel, tuition, pcard and voucher transactions. Research errant charges both salary and non-salary on the accounts.

IRB/IACUC Coordination

IRB/IACUC regulatory support for Program Principal Investigators: Works closely with the Program Research Nurse Supervisor and assists with local and central IRB packets. Maintains a record and monitors expiration dates for all center protocols, tracks upcoming deadlines, and ensures protocol extensions are communicated to the DSP/C&G to ensure spending compliance. In conjunction with PI, oversees site monitoring, auditing, and inspection visits. Coordinates close-out review of regulatory binders and long-term archiving of records. Coordinates electronic storage. Assists with IACUC protocols, forms, and applications.

Other duties as assigned.

Expected Salary:

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:

Experience in OnCore, Epic, UFIRST, and Peoplesoft. Knowledge of procedures for university purchasing, general office, basic arithmetic, bookkeeping, and basic filing practices. Accurate typist and ability to use a calculator, to maintain fiscal records, organize and file materials, review fiscal data for accuracy, and post, balance, and reconcile fiscal records. Proficiency in Word, Excel, PowerPoint, E-mail, and Internet; Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities, and short deadlines; Ability to plan, organize, and coordinate work assignments; Ability to establish and maintain effective working relationships with others; Ability to function under stressful circumstances always maintaining respectful and supportive interactions; Ability to communicate effectively both verbally and in writing.

Special Instructions to Applicants:

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

The University of Florida is committed to nondiscrimination with respect to race, creed, color, religion, age, disability, 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 pm (ET) of the posting end date.

Health Assessment Required:

Applications Close: 31 May 2024

To apply, visit

The University 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.

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