57130100 – WH-ADMINISTRATION

Research Admin Assistant

The Research Administrator Assistant will provide support for pre and post-research award activities as well as administrative tasks.

Post award duties

• Manages post-award financial functions Whitney laboratory portfolio or projects. Reviews and monitors project expenditures, budgets, cost share, and A/R collections in relation to award terms and conditions. Consults with department units regarding improper and/or inconsistent findings, such as negative balances, questionable expenditures and/or documentation, burn rate, and other administrative negligence. Maintains a project file with all associated backup documentation.
• Reviews and reconciles all submitted invoices, frequently engaging external sub awardees for fiscal compliance.
• Participates in meetings with departments and stakeholders to ensure efficient management of awards.
• Participates in ongoing, continuous quality improvement. Reviews sponsor regulations and University of Florida institutional policies and procedures.  Enhances area-specific knowledge by attending training sessions, seminars, and meetings.

Pre award duties

• In addition to post-award responsibilities, will work with the primary Grants administrator to prepare grants and budgets in coordination with the PI and grants call for funding.
  Will oversee creating grant and contract proposals and collaborate with the faculty/PI to ensure that our proposals meet high standards. Will review program announcements to ensure that each proposal meets the specific requirements and policies. This also includes crafting accurate and detailed budgets encompassing all necessary components, such as salary and fringe, tuition rates, subcontract costs, and indirect costs. In addition, will be proficient in generating all essential application materials and scrutinizing the budgets to guarantee that they adhere to pre-award criteria and are optimized for post-award execution.
• Provides technical assistance to the PI, including formatting and uploading documents, and enters proposals in UFIRST and/or sponsor portals.
• Review expenditures on grants, contracts, work orders, and invoices to ensure all are reasonable, allocable, and allowable costs made in support of the performance of the project, that all encumbrances are closed, salary distributions removed, verification that subcontractor’s final invoices have been received and paid, all cost sharing has been accounted for and removal of any unallowable costs, including over expenditures.
• Will complete faculty FARS and EFFORT reports.

 Administrative task

• Complete other administrative duties such as FED-EX, answering phone calls, filing, and mail placement when needed, and also assist with other fiscal items as assigned.
• Assist other members of the administrative fiscal team as needed to complete a variety of fiscal related tasks

Commensurate with experience

Preferred qualifications for this position include completing training courses in UF RAFT, as well as additional pre- and post-award training programs. Familiarity with UF financial courses and protocols is also preferred. Excellent editing skills, being highly organized in managing multiple deadlines concurrently, and the ability to communicate complex subjects in plain terms, timeliness is also crucial for this role.

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

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