University of Florida · 1 month ago
Research Administrator I/II
Gainesville, FL
Full-time
Onsite
New Grad, Entry, Mid Level
$46K/yr - $60K/yr
0+ years expThe University of Florida is seeking a highly motivated Research Administrator I/II to manage critical aspects of its sponsored research portfolio. This role involves proposal preparation, award management, personnel coordination, and financial tracking, ensuring compliance with institutional and sponsor requirements.
Higher Education
Responsibilities
Interpret and apply proposal guidelines/solicitations from federal, state, and private funding agencies
Review and validate proposal components, focusing on budgets, budget narratives, indirect cost (IDC) rates, and cost-sharing requirements. Confirm the appropriate project type and apply the corresponding IDC rate. Ensure that no unnecessary commitment of University resources is included in the budget or budget justification of the proposal
Recommend revisions to proposal components in accordance with sponsor, institutional, state, and federal guidelines
Advise principal investigators (PIs) on proposal formatting, including scope of work, budget justification, biographical sketches, and current/pending support
Create and route proposals within the University of Florida Integrated Research Support Tool (UFIRST) proposal module, ensuring compliance with institutional deadlines and sponsor requirements
Collaborate with PIs, research administrators, and sponsors to facilitate timely and accurate submissions
Monitor and manage all award actions through the full award cycle, ensuring proper documentation and compliance with UFIRST processes
Examine award documents for changes from proposed funding levels and adjust budgets as needed in collaboration with PIs
Anticipate and coordinate actions such as no-cost extensions and temporary fund releases, ensuring timely approvals
Communicate with relevant university offices, including the Division of Sponsored Programs (DSP), Contracts & Grants (C&G), and Cost Analysis, to resolve issues and facilitate smooth award management
Prepare and maintain financial reconciliations for all active sponsored programs and cash-based projects. Ensure expenditures align with state, federal, sponsor, and institutional guidelines
Manage personnel appointments and effort distribution on sponsored programs using PeopleSoft Commitment Accounting. Serve as effort coordinator for faculty and research-funded employees
Identify and address cost accounting standard (CAS) violations, guiding PIs through exemption requests as needed
Review proposal and award for institutional commitments; track and compile appropriate documentation for these commitments
Monitor expenditure rates to ensure efficient fund utilization and alert PIs to potential issues. Provide projections and financial reports as requested
Coordinate submission of invoices, financial reports, and progress/final reports with PIs and C&G
Attend training and networking events relevant to research administration. Research and share updates on policy changes with the administrative team
Assess and recommend improvements to departmental processes
Process correcting PeopleSoft entries for errors discovered during the reconciliation process. Provide occasional fiscal transaction backup to the department’s fiscal team
Coordinate graduate student funding assignments and office allocations in collaboration with PIs and building management
Determine assignments and funding sources for graduate students each semester, in collaboration with PI and students
Coordinate office assignments with the building manager for graduate students and visiting scholars
Provide information to building manager regarding equipment on sponsored programs, tracked via Asset Management
Qualification
Required
Research Administrator I: A bachelor's degree; or an equivalent combination of education and experience
Research Administrator II: A bachelor' s degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience
Preferred
Experience with myUFL, myinvestiGator, UFIRST, Microsoft software (Excel, Word, Teams)
Familiarity with UF sponsored program policies and procedures
Excellent reading comprehension and written communication skills
Attention to detail
Ability to identify, research, and solve problems
Enthusiasm and skills for successful teamwork
Excellent customer service skills
Benefits
Eligible for a suite of excellent benefits
Retirement options
Paid leave
Company
University of Florida
University of Florida is a public land-grant research university in Gainesville, Florida.
10001+ employees
H1B Sponsorship
University of Florida has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (388)
2024 (307)
2023 (278)
2022 (282)
2021 (169)
2020 (162)
Funding
Current Stage
Late StageTotal Funding
$6.83MKey Investors
Align TechnologyUS Department of EnergyNFWF
2025-06-02Grant
2024-09-17Grant· $2M
2024-09-10Grant· $0.18M
Leadership Team
Sri Kalyanaraman
Co-founder, VR for the Social Good Initiative
Chris Cowen
Senior Vice President and Chief Financial Officer
Recent News
2026-01-13
2025-12-07
2025-12-05
Company data provided by crunchbase