Administrative Specialist II

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

The Florida Cooperative Fish and Wildlife Research Unit (Coop Unit), a federally funded entity of the U.S. Geological Survey (USGS) in partnership with the University of Florida, is seeking a highly organized and proactive Administrative Specialist II. This position serves as the central liaison between USGS and UF, ensuring seamless coordination of administrative, fiscal, and research operations.

Key Responsibilities

• Federal/UF Management
  Serve as the primary administrative liaison between the U.S. Geological Survey (USGS) and the University of Florida. Provide high-level support to the Unit Leader of the Florida Cooperative Fish and Wildlife Research Unit by coordinating daily operations, managing the federal operating budget, and ensuring compliance with both federal and university policies. Oversee reconciliation of federal financial reports and inventory, including vehicles and equipment, while maintaining accurate and up-to-date records across multiple platforms.

• Pre-Award Administration
  Collaborate with faculty and research staff to develop and submit Research Work Order (RWO) proposals. Interpret complex sponsor guidelines, prepare budgets and required documentation, and coordinate submissions through UF’s UFirst system. Act as the primary point of contact with the Division of Sponsored Programs and IFAS Research Dean’s Office to ensure timely and compliant proposal processing.

• Post-Award Administration
  Provide comprehensive post-award support by monitoring award notices, managing project modifications, and ensuring deliverables and deadlines are met. Maintain detailed project records, coordinate with IFAS Contracts & Grants for billing and reporting, and facilitate project closeouts and residual fund transfers.

• Financial Reconciliation
  Conduct monthly reconciliations of UF ledgers for active contracts and grants. Ensure all expenditures are allowable, allocable, and compliant with federal cost principles and sponsor-specific guidelines.

• Event Coordination & Records Management
  Lead the planning and execution of the Unit’s Annual Coordinating Committee Meeting, including preparation of reports, presentations, and logistics. Maintain the Unit’s policy and procedures manual, and oversee the organization and confidentiality of administrative records, including personnel files and project documentation.

• Professional Development & Compliance
  Stay current with required USGS trainings and UF administrative systems. Participate in continuing education opportunities to enhance knowledge of grants management, compliance, and university procedures.

$60,000 commensurate with education and experience

Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.

• Experience with UF systems (PeopleSoft, UFirst, myInvestigator).

• Familiarity with federal agencies and contracts.

• Strong communication, time management, and analytical skills.

• Ability to work independently and collaboratively.

• Knowledge of UF policies related to procurement, personnel, and travel.

Submit your application through the University of Florida Careers Portal (https://jobs.ufl.edu/) by 11:55pm on July 16, 2025.

Please include a resume, cover letter, and contact information for three references.