What are the responsibilities and job description for the Research Administrator II/III (Office of Research) position at Inside Higher Ed?
Job No: 539924
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration, Dentistry
Department: 34010400 - DN-OFFICE OF RESEARCH
Job Description
Classification Title:
Research Administrator II/III
Classification Minimum Requirements:
Research Administrator II -
Bachelor's degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Research Administrator III -
Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Job Description:
Proposal preparation, submission and pre-award duties
Assist faculty, postdocs, and predocs in preparing and submitting proposal documents to external and internal sponsors. Coordinate routing of the proposal to ensure all appropriate approvals are received and document(s) are submitted to the agency in a timely fashion. Proposal preparation includes (but not limited to): formatting and completing technical and administrative documents, developing project budgets, gathering and organizing required documents, entering proposals into the UFirst database, constructing proposals in agency specific programs such as grants.gov, proposal, central, and Cayuse. The incumbent understands and conveys both UF and agency specific compliance requirements to the faculty and administration. Ensures all proposal documents are complete, accurately and appropriately formatted according to the agency requirements. Other pre-award activities include: Working with faculty to identify potential funding sources. Staying informed of and advising faculty and other personnel on current policies and procedures from both internal and external sources as they related to contract and grant activity. Design, create and maintain templates and spreadsheets for proposals submissions. Responsible for negotiating budgets and terms with sponsors as needed. Gather information for NIH “Just in Time” submissions and/or other agency requirements for pre-award activity. Is consistently organized and detailed oriented in order to manage multiple proposals submissions within short deadlines. Act as liaison for faculty, department staff, administrators, UF core offices, external sponsors and participants in regards to proposal submissions. Assist with maintaining the proposal log to track all pre-award activity for the college. Assists in preparing quarterly reports reflecting proposals submitted and status of proposals.
Award Administration
Responsible for establishing new, continuing and supplemental awards via UFirst and provide overall management of contracts and grants. Facilitate financial management of federal, foundation and industry grants and overhead accounts. Review and provide monthly financial reports to principle investigators. Provides salary projections for budget forecasting. Meets with PIs' on a bi-monthly basis to review financial status of awards, providing oversight and guidance to PIs' for management of their awards and with resolving accounting issues. Assist with oversight of grant budgets and payroll distributions. The RA is proactive in making recommendations when adjustments are needed to ensure expenditures are in compliance with federal and university regulations. Analyzes budget balances and works to initiate reallocation of shortfalls or other corrective action when necessary. Provide assistance with subcontract and sub-award agreements and follows up with required reporting and invoices. Assist C&G in the account close-out process and final reports to the agency. Keeps timelines and assist faculty in adherence to report deadlines and other grant milestones (IRB, IACUC, training etc.). Works closely with faculty to monitor fiscal activity for each award. Act as liaison for faculty, department staff, administrators, UF core offices, external sponsors and participants in regard to award administration.
Grant Administration
Responsible for managing the College's NIH Institutional and individual training grants. Complete fellowship appointments for UF HR and in eRA Commons via xTrain. Assist principal investigators with annual progress reports via eRA Commons and xTract.
Responsible for reconciliation of all grant expenditures for assigned grants with University monthly financial statements and source documentation. Reviews all expenditures to ensure appropriateness and compliance with UF and sponsoring agency guidelines. Assists department staff and Principal Investigators (PIs) with resolving expenditure issues. Maintains paper and electronic filing system for grant expenditures by project. Provides assistance to department staff and lab managers with purchasing and payable procedures. Responsible for ensuring that back-up documentation for all grant expenditures is in the UF system. Liaises with department staff, PIs, UF Purchasing, and UF Disbursements.
College of Dentistry Research Day
Responsible for coordination of all aspects of the College of Dentistry's annual Research Day poster session. Manages the dedicated event‑management platform to facilitate participant registration, abstract and poster submission, judging workflows, and oversees the production of the official abstract booklet—ensuring a seamless, professional experience for scholars, judges, and attendees.
Other duties: Special projects as needed including assisting with financial reports and college budgets. Assist with internal audits.
Expected Salary:
$69,700 - $80,000 annually; commensurate with education and experience
Benefits:
The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks Discount Program, which provides big savings at various businesses and retailers!
Explore UF's plethora of benefit options here: TEAMS Benefits
Required Qualifications:
Research Administrator II -
Bachelor's degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Research Administrator III -
Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Preferred:
In order to be considered, you must upload your cover letter, resume and a list of three references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Applications Close: 26 May 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/539924
Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright ©2025 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-fd9d7d4670ee4349aa5fa2b05de28ca1
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Grant or Research Administration, Dentistry
Department: 34010400 - DN-OFFICE OF RESEARCH
Job Description
Classification Title:
Research Administrator II/III
Classification Minimum Requirements:
Research Administrator II -
Bachelor's degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Research Administrator III -
Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Job Description:
Proposal preparation, submission and pre-award duties
Assist faculty, postdocs, and predocs in preparing and submitting proposal documents to external and internal sponsors. Coordinate routing of the proposal to ensure all appropriate approvals are received and document(s) are submitted to the agency in a timely fashion. Proposal preparation includes (but not limited to): formatting and completing technical and administrative documents, developing project budgets, gathering and organizing required documents, entering proposals into the UFirst database, constructing proposals in agency specific programs such as grants.gov, proposal, central, and Cayuse. The incumbent understands and conveys both UF and agency specific compliance requirements to the faculty and administration. Ensures all proposal documents are complete, accurately and appropriately formatted according to the agency requirements. Other pre-award activities include: Working with faculty to identify potential funding sources. Staying informed of and advising faculty and other personnel on current policies and procedures from both internal and external sources as they related to contract and grant activity. Design, create and maintain templates and spreadsheets for proposals submissions. Responsible for negotiating budgets and terms with sponsors as needed. Gather information for NIH “Just in Time” submissions and/or other agency requirements for pre-award activity. Is consistently organized and detailed oriented in order to manage multiple proposals submissions within short deadlines. Act as liaison for faculty, department staff, administrators, UF core offices, external sponsors and participants in regards to proposal submissions. Assist with maintaining the proposal log to track all pre-award activity for the college. Assists in preparing quarterly reports reflecting proposals submitted and status of proposals.
Award Administration
Responsible for establishing new, continuing and supplemental awards via UFirst and provide overall management of contracts and grants. Facilitate financial management of federal, foundation and industry grants and overhead accounts. Review and provide monthly financial reports to principle investigators. Provides salary projections for budget forecasting. Meets with PIs' on a bi-monthly basis to review financial status of awards, providing oversight and guidance to PIs' for management of their awards and with resolving accounting issues. Assist with oversight of grant budgets and payroll distributions. The RA is proactive in making recommendations when adjustments are needed to ensure expenditures are in compliance with federal and university regulations. Analyzes budget balances and works to initiate reallocation of shortfalls or other corrective action when necessary. Provide assistance with subcontract and sub-award agreements and follows up with required reporting and invoices. Assist C&G in the account close-out process and final reports to the agency. Keeps timelines and assist faculty in adherence to report deadlines and other grant milestones (IRB, IACUC, training etc.). Works closely with faculty to monitor fiscal activity for each award. Act as liaison for faculty, department staff, administrators, UF core offices, external sponsors and participants in regard to award administration.
Grant Administration
Responsible for managing the College's NIH Institutional and individual training grants. Complete fellowship appointments for UF HR and in eRA Commons via xTrain. Assist principal investigators with annual progress reports via eRA Commons and xTract.
Responsible for reconciliation of all grant expenditures for assigned grants with University monthly financial statements and source documentation. Reviews all expenditures to ensure appropriateness and compliance with UF and sponsoring agency guidelines. Assists department staff and Principal Investigators (PIs) with resolving expenditure issues. Maintains paper and electronic filing system for grant expenditures by project. Provides assistance to department staff and lab managers with purchasing and payable procedures. Responsible for ensuring that back-up documentation for all grant expenditures is in the UF system. Liaises with department staff, PIs, UF Purchasing, and UF Disbursements.
College of Dentistry Research Day
Responsible for coordination of all aspects of the College of Dentistry's annual Research Day poster session. Manages the dedicated event‑management platform to facilitate participant registration, abstract and poster submission, judging workflows, and oversees the production of the official abstract booklet—ensuring a seamless, professional experience for scholars, judges, and attendees.
Other duties: Special projects as needed including assisting with financial reports and college budgets. Assist with internal audits.
Expected Salary:
$69,700 - $80,000 annually; commensurate with education and experience
Benefits:
The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks Discount Program, which provides big savings at various businesses and retailers!
Explore UF's plethora of benefit options here: TEAMS Benefits
Required Qualifications:
Research Administrator II -
Bachelor's degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Research Administrator III -
Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Preferred:
- Experience with federal training grants, including UF HR paperwork, xTrain appointments and xTract
- Extensive knowledge and demonstrated experience with UF contract and grant administration; specifically proposal preparation (must be able to guide faculty in regard to appropriate proposal submissions and UF/State/agency policy).
- Ability to assist in the preparation of a variety of budgets with regard to pre-award requirements and consideration for optimal post-award implementation.
- Skilled in document construction and management (Word, Powerpoint, and Excel) and financial spreadsheets (Excel).
- Working knowledge of accounting principles and cost analysis as related to contract and grant expenditures.
- Knowledge of databases and reporting tools.
- Understand the significance of timelines and have the ability to work well with deadlines and potentially stressful situations.
- Above average organization skills, attention to detail and the ability to think critically.
- Proven track record of providing exceptional customer service. Ability to communicate effectively and diplomatically at all organizational levels, both verbally and in writing.
- Ability to work effectively with diversity of faculty, staff and outside agencies.
- Act as liaison for college faculty and staff, other UF departments, Sponsored Research, and funding agencies in regard to contract and grant activities.
In order to be considered, you must upload your cover letter, resume and a list of three references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Applications Close: 26 May 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/539924
Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright ©2025 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-fd9d7d4670ee4349aa5fa2b05de28ca1
Salary : $69,700 - $80,000