Research Administrator I/II/III - Office of Research

Research Administrator

I/II/III

- Office of Research University of Florida - 4.2 Gainesville, FL Job Details Full-time 8 hours ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Tuition reimbursement Paid time off Vision insurance Loan forgiveness Retirement plan Qualifications Employee onboarding Writing grant proposals Cost Accounting Standards Project portfolio management Fiscal management Internal controls Microsoft Excel Financial data reconciliation Clinical research Faculty collaboration Expense management Compliance audits & assessments Process improvement Project timeline management Training material drafting Research Mid-level Clinical trial projects Team development Policy & process development Managing budgets in a finance role Bachelor's degree Team management PeopleSoft Staff training Mentoring Grant budgeting Payroll Research administration Financial regulatory compliance Research regulatory compliance Accounting standards Productivity software IRB compliance Research budget management Financial audit support Onboarding process management Project leadership Escalation handling Leadership 2 years Communication skills Technical Proficiency Project stakeholder communication Negotiation Stakeholder relationship building Staff development Stakeholder management

Full Job Description JOB NO:

539778

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Grant or Research Administration

DEPARTMENT

29011700 - MD-OFFICE

OF RESEARCH CLASSIFICATION TITLE

Research Administrator

I/II/III CLASSIFICATION MINIMUM REQUIREMENTS

Level I:

A bachelor's degree; or an equivalent combination of education and experience.

Level II:

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

Level III:

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

JOB DESCRIPTION

Are you interested in a rewarding job supporting College of Medicine researchers working to advance health discoveries, will working with an amazing and supportive team? We are expanding our Excellence in Research Management team, which supports a range of College of Medicine departments. As part of this expansion, we are seeking Research Administrators to join our team, with position level and scope tailored to align with each candidate's experience and expertise. As a Research Administrator, you'll be at the heart of discovery, playing a pivotal role in managing grant portfolios and sponsored project lifecycles across a range of federal, state, and private funding sources. You will help support our faculty and research teams, ensuring seamless navigation through pre-award submissions, post-award management, and regulatory requirements. Join us and be part of a team empowering the research that shapes tomorrow! We are especially interested in adding RAs with experience in clinical research. The Research Administrator's role requires active engagement with faculty and departmental staff to ensure that sponsored projects are accurately represented and administered from inception through closeout. The Research Administrator is responsible for the continued management of their assigned portfolio, including pre-award proposal support, post-award monitoring, budget reconciliation, and award closeout activities. Research Administrators are expected to seek creative and proactive solutions to project and organizational challenges, escalating complex items as appropriate while working with increasing independence over time. The professional knowledge and expertise required includes, but is not limited to, proficiency in UFIRST and PeopleSoft, working knowledge of Microsoft Office Suite (particularly Excel), a general understanding of the sponsored research lifecycle and pre- and post-award processes, familiarity with 2 CFR 200 (Uniform Guidance) and other applicable federal regulations, and a firm understanding of research administration workflows and how they align with the needs of our end customers — the faculty and study teams we serve. Join us and be part of a team empowering the research that shapes tomorrow! We are especially interested in adding RAs with experience in clinical research.

Level I Overview:

As a Research Administrator I at the University of Florida's College of Medicine Office of Research, your role focuses on building foundational skills in sponsored project administration under close supervision. You will support faculty and study teams across the full project lifecycle — from proposal preparation through award closeout — while developing proficiency in university systems, federal regulations, and research administration best practices. At this level, you are expected to handle routine tasks with growing confidence, seek guidance on complex issues, and demonstrate a strong commitment to accuracy, compliance, and customer service.

Tasks:

Pre-Award Support:

Assist in proposal preparation activities including budget development, review of sponsor requirements, and compilation of required documentation. Coordinate proposal timelines, track approvals, and serve as a liaison between faculty and institutional partners such as DSP under supervisor guidance.

Post-Award Administration:

Support day-to-day award management for an assigned portfolio under close supervision, including monitoring expenditures, preparing budget transfers, and providing financial updates such as burn rate and spending projections to faculty and staff.

Financial Reconciliation and Compliance:

Reconcile project accounts, monitor encumbrances, and coordinate with departmental finance and payroll partners on corrections and expense allocations. Develop a working understanding of 2 CFR 200, cost accounting standards, and applicable compliance areas such as IRB, IACUC, FCOI, and export control.

Professional Development and Operational Support:

Actively participate in training and professional development opportunities, assist with special projects as assigned, and build proficiency in UFIRST, PeopleSoft, and Microsoft Office Suite to support efficient and compliant administration.

Clinical Research Administration:

Assist ERM departments with preparation of clinical trials including but not limited to budget, scope of work, processes, and submission in UFIRST.

Level II Overview:

As a Research Administrator II at the University of Florida's College of Medicine Office of Research, your role expands upon foundational competencies to encompass a broader and more complex sponsored project portfolio with greater independence. You will serve as a reliable point of contact for faculty and study teams across the full research lifecycle, applying sound judgment to navigate proposal requirements, award management, and compliance demands with minimal day-to-day supervision. At this level, you are expected to proactively identify and resolve issues, communicate confidently with internal and external stakeholders, and contribute to the continuous improvement of team processes and workflows.

Tasks:

Pre-Award Support:

Lead proposal preparation activities for assigned faculty, including development and review of complex budgets and justifications, coordination of subcontract documentation, and ensuring alignment with sponsor guidelines and university policy. Independently manage proposal timelines and routing with limited escalation.

Post-Award Administration:

Independently manage a large portfolio of awards from set-up through closeout, including monitoring allowability of expenditures, preparing budget modifications, supporting effort reporting, and coordinating no-cost extensions, rebudgets, and carryforward requests in accordance with sponsor and university requirements.

Financial Reconciliation and Compliance:

Conduct thorough account reconciliations, identify and resolve discrepancies, and ensure fiscal activity aligns with 2 CFR 200, cost accounting standards, and applicable regulatory requirements. Support audit documentation and compliance reviews with a high degree of accuracy and ownership.

Customer Support and Stakeholder Engagement:

Serve as a knowledgeable and proactive resource for faculty, staff, and institutional partners. Troubleshoot award and compliance issues, interpret and communicate policies, and provide guidance on research administration best practices to support faculty success across the sponsored project lifecycle.

Clinical Research Administration:

Assist ERM departments with preparation of clinical trials including but not limited to budget, scope of work, processes, and submission in UFIRST.

Level III Overview:

As a Research Administrator III at the University of Florida's College of Medicine Office of Research, your role encompasses senior-level administration of a complex sponsored project portfolio alongside meaningful contributions to team leadership, process development, and institutional knowledge-sharing. You will operate with a high degree of independence, exercise sound professional judgment across a wide range of pre- and post-award scenarios and serve as a subject matter expert and resource for colleagues and faculty alike. At this level, you are expected to drive process improvements, mentor junior staff, lead complex negotiations and compliance matters, and actively contribute to the strategic goals of the research administration team.

Tasks:

Pre-Award Leadership:

Independently lead all aspects of proposal development and submission for a complex and high-volume portfolio, including multi-institutional grants, large federal awards, and non-standard funding structures. Provide strategic guidance to faculty on sponsor requirements, budget strategy, and compliance considerations, and serve as a senior liaison with DSP and external sponsors.

Post-Award Administration and Portfolio Oversight:

Manage a sophisticated portfolio of awards with full independence, including complex modifications, cost-share monitoring, subrecipient oversight, and closeout activities. Proactively identify risks, implement corrective actions, and ensure all award management decisions are grounded in regulatory and policy expertise.

Compliance, Policy Interpretation, and Process Improvement:

Serve as a departmental resource on 2 CFR 200, cost accounting standards, and sponsor-specific compliance requirements. Lead or contribute to the development and refinement of SOPs, workflows, and internal controls. Support audit readiness and participate in compliance reviews at the unit or college level.

Mentorship, Training, and Team Development:

Provide mentorship and technical guidance to Research Administrator I and II staff, assist in onboarding new team members, and contribute to the development of training materials and documentation. Act as a collaborative leader who helps elevate team performance, fosters a culture of continuous improvement, and helps align day-to-day operations with broader organizational priorities.

Clinical Research Administration:

Assist ERM departments with preparation of clinical trials including but not limited to budget, scope of work, processes, and submission in UFIRST.

We Offer Exceptional Benefits Low-cost State Health Plans:

Medical, Dental, and Vision Insurance Life and Disability Insurance Florida Retirement System Retirement Plans Paid Time Off (11 paid holidays, in addition to paid family, sick and vacation leave) Personal and Professional Development Opportunities (UF Training & Organization Development, LinkedIn Learning) Tuition Assistance (UF Employee Education Program) Public Service Loan Forgiveness (PSLF) Eligible Employer The City of Gainesville Discover Gainesville, Florida, home to the University of Florida College of Medicine, where modern attractions and natural beauty harmonize to create an exceptional living environment. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators!). Explore scenic bike trails, lively farmer's markets, and a thriving local brewery scene. Immerse yourself in over 30 miles of biking and hiking trails, encounter an array wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville's central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day's drive. Become part of our vibrant community, where the perfect blend of opportunities awaits.

EXPECTED SALARY

Commensurate with education and experience based on level.

REQUIRED QUALIFICATIONS

Level I:

A bachelor's degree; or an equivalent combination of education and experience.

Level II:

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

Level III:

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

PREFERRED

The ideal candidate will possess:

Level I:

Strong written and verbal communication skills; customer service focused. Familiarity with PeopleSoft, UFIRST, and other UF systems. Working knowledge of research administration systems and Microsoft Office Suite, especially Excel (basic formulas, sorting/filtering). Ability to understand, interpret, and communicate policies and procedures. Self-starter, diplomatic, proactive, and able to manage stress and competing priorities to meet deadlines. High degree of personal integrity and ethics with uncompromising standards. Ability to work independently, consulting with appropriate parties as needed

Level II:

Strong written and verbal communication skills; customer service focused. Familiarity with PeopleSoft, UFIRST, and other UF systems. Working knowledge of research administration systems and Microsoft Office Suite, especially Excel (basic formulas, sorting/filtering). Ability to understand, interpret, and communicate policies and procedures. Self-starter, diplomatic, proactive, and able to manage stress and competing priorities to meet deadlines. High degree of personal integrity and ethics with uncompromising standards. Ability to work independently, consulting with appropriate parties as needed.

Level III:

Strong written and verbal communication skills; customer service focused. Familiarity with PeopleSoft, UFIRST, and other UF systems. Working knowledge of research administration systems and Microsoft Office Suite, especially Excel (basic formulas, sorting/filtering). Ability to understand, interpret, and communicate policies and procedures. Self-starter, diplomatic, proactive, and able to manage stress and competing priorities to meet deadlines. High degree of personal integrity and ethics with uncompromising standards. Ability to work independently, consulting with appropriate parties as needed.

SPECIAL INSTRUCTIONS TO APPLICANTS

To be considered, please submit an application with the following documents attached: Cover letter Resume Contact information for three professional references Application must be submitted by 11:55 p.m. (ET) of the posting end date.

HEALTH ASSESSMENT REQUIRED

No

ADVERTISED

01 May 2026 Eastern Daylight Time

APPLICATIONS CLOSE

15 May 2026 Eastern Daylight Time