Research Administration Manager

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531788&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531788

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Grant or Research Administration

Department: 29090100 - MD-PEDS-ADMINISTRATION

Classification Title:

Research Administration Manager

Job Description:

Management and Supervision:

As the department manager for research administration, the incumbent will be responsible for training and leading the research administration team and ensuring compliance for research administration. The team consists of research administrators supporting contracts and grants outside of industry-trials. This is done by reviewing monthly department audit reports, regularly scheduled meetings and training sessions. In addition, this position maintains department level and team standards, tools and process guides. Works closely with the Associate Director for Research Administration on special projects and team building initiatives. Assists in the development of the annual departmental restricted funding budget for payroll and operating expenses. Ensures administration team enters annual distributions in accordance with sources approved during budget or as requested by PI or leadership.

Grant Management/Pre Award:

Responsible for receipt and/or development of all grant and contract proposals in the Department of Pediatrics. This includes but is not limited to federal funding agencies, industries, private foundations, and university internal opportunities. Reviews and interprets agency guidelines prior to proposal preparation. Interprets the guidelines and notifies the Principal Investigator of any potential conflicts with University guidelines or rules and regulations that require special attention.

Provides technical assistance to the Principal Investigators in grant/contract application process including preparing budgets and all necessary application materials. This includes coordination of deadlines and application forms, assisting in the preparation of budgets by computing appropriate salary and fringe, University tuition rates, subcontract costs and indirect cost rates and all administrative specifications. Reviews compiled applications for all outgoing grant proposals to ensure completion and ensure compliance with agency, contractors as appropriate, and UF regulations. Inputs proposals into UFirst and acts as liaison with departments, colleges, and Division of Sponsored Programs to ensure all appropriate approvals are achieved and grant/contract is submitted to the agency.

Grant Management/Post Award:

Upon grant/contract award, coordinate with Division of Sponsored Research the establishment of subprojects and subcontracts as applicable. Ensure award is setup in UFirst accurately and that a combination account code has been established. Completes initial effort commitment forms to ensure monitoring mechanisms to ensure commitments and cost sharing are tracked as per agency, university and federal regulations.

Processes/updates payroll distributions in both PeopleSoft as per the budget and/or PI request. In collaboration with the Assistant Director for Research Administration, processes any cost transfers as necessary and ensure they have been executed correctly. Considers over the cap faculty salaries. Updates effort commitment as appropriate each semester and reviews effort certifications each semester prior to faculty certification. Effort assistance includes but is not limited to: reviewing all commitments and pay distributions for each project each semester, working with the Cost Analysis office to adjust commitments as necessary, coordinating effort certification corrections with the department manager and employee, proxy approving any outstanding certifications for faculty/project PI’s that have left the University and are not available for approval, and troubleshooting any other effort issues that may arise. Prepares CAS exception documents and submits for approval as applicable.

Assists Principal Investigators with any reporting that may be required by various granting agencies. Requests closeout letters from Contracts and Grants, verifies residual balances, and tracks deposit into departmental account. Processes appropriate paperwork to close grant/contract as per agency, university and federal guidelines once it has ended.

Initiates, tracks, and manages all departmental grant/contract related expenditures, to ensure accuracy and compliance with agency and University regulations. Utilizes PeopleSoft to ensure all expense transactions are allowable and are under the appropriate expense category (i.e. travel, tuition, lab supplies, office supplies), monitors subcontract payments, ensures correct IDC rate is being charged, ensures all personnel are correctly distributed. Monitors budget projections on all grants. Anticipates shortfalls/surpluses and notifies Investigators when there are potential issues.

Meets with Principal Investigators quarterly to review reconciliation reports, expenditures, and projections, unless there is less than 12 months remaining in project, then move to monthly meetings. Provides reports as needed, for individual PIs.

Responsible for notifying Department Associate Director and Project Principal Investigators six (6) and two

(2) months before the project end date.

Clinical Trial Management:

Manage the financial monitoring and invoicing of federally and foundation-funded clinical trials, updating departmental tracking logs and ensuring accurate revenue collection through invoice generation and submission for trial milestones.

Track and disburse payments as necessary.

Training/Other Duties:

Assists with other duties as requested by the Department Associate Director for Research Administration as needed.

Expected Salary:

$85,000 - $90,000 annually

Minimum Requirements:

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

Preferred Qualifications:

• Extensive knowledge of University of Florida, State, and Federal rules, regulations, policies and procedures.

• Independently functional in all modules of UFIRST

• Proven ability to submit federal and non-federal grant proposals

• Experience in pre and post award grant management experience for basic science projects and clinical trials

• Demonstrated ability to read grant awards to process via UFIRST and provide guidance to PIs/staff/Sponsors

• Experience using the myUFL financial system. Ideal candidate would be able to look up balances, chartfield information, HRACs, Award information, etc.

• Familiarity with University policies and procedures related pre and post award grants management

• Good verbal and written communication skills

• Good organizational development skills

• Demonstrated experience operating in Microsoft excel

• Working knowledge of clinical trial administrative operations. Knowledge base should include 1. Clinical trial initiation, 2. Billing compliance, and 3. Invoicing of sponsors.

Special Instructions to Applicants:

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

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 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 p.m. (ET) of the posting end date.

Health Assessment Required: No

Advertised: 31 May 2024 Eastern Daylight Time

Applications close: 11 Jul 2024 Eastern Daylight Time