| Job Description: |
Pre- and Post Award Research Administration
Provide comprehensive research administration to ensure the overall effective coordination of research administration services, systems, policies, processes and compliance for a complex portfolio of awards with a major international subaward component.
Provide lifecycle pre- & post-award research administration supporting the fulfillment of all grant and/or contract requirements. Major duties include financial management and compliance for overall award and subrecipients but will also include proposal development, review and submission; submission and management of other research-related agreements; other award management duties including effort, expenditures, modifications, and closeouts; in addition to regularly communicating with the programs’ stakeholders.
Assist program leadership in the development, preparation, and submission of proposals to a variety of sponsors. Reviews requests for proposals (i.e., RFP, RFA, FOA, PA) and identifies the specific funding agency’s requirements while ensuring the policies are within or consistent with those of the sponsor, federal, state, University of Florida (UF) and IFAS guidelines. Ensure all proposal submissions meet published timelines and deadlines. Assists program leadership in the development of budgets and budget justification. Facilitates processing of post-submission updates, and liaises as necessary with DSP, IFAS SPA, or other core offices.
Review award documents to determine the budget, restrictions, and other pertinent information and communicate that information to pertinent key personnel. Complete award setup and budget reconciliation in UFIRST and set up projection and tracking tools necessary for award management. Provide comprehensive award management and monitoring of post award activities including payroll distributions, commitments, cost share, effort, budget transfers, budget modifications, incremental and supplemental budget requests, subproject monitoring, subaward monitoring, no cost extensions, and cost transfers. Reconcile expenditures to ensure costs are allowable, allocated, reasonable and consistent with funding agency regulations. Work closely with C&G to ensure timely close-out of projects.
Coordinate prior approval requests through core office. Work with program leadership to ensure concurrence between financial and technical reporting. Facilitates quarterly, biannual, and annual financial reports and ad-hoc reports for submission by the appropriate office.
Subaward Management
Provide oversight, monitoring and support for complex subaward portfolio. Ensure subrecipients are following the terms and conditions of the subaward agreements, reviewing subrecipient invoices to ensure invoices are within the parameters of the subaward budget, all necessary support documentation is complete, consistent and correct, requesting clarification from the subrecipient regarding any unusual or excessive charges invoiced by the subrecipient, Ensures the timely submission of subrecipient invoices to C&G for approval and facilitates approval by Principal Investigator (PI) for payment.
Provide support to subrecipients in the administration of subawards including but not limited to onboarding new subrecipients, develop training materials and provide training on the administrative requirements of the funding; act as a resource for international partners regarding the funding and requirements, remind subrecipients of due dates for invoices, provide invoice templates, track invoices received, advise subrecipients of needed changes and requirements for resubmission.
Identify need for, and prepare, prior approval requests for funded awards for submission by DSP. Facilitate amendments to existing subaward agreements (time extensions, budget revisions, etc.) and entry into UFIRST.
Financial Management and Administration
Provide expenditure reports, analyze and interpret financial information for planning purposes, ensure compliance and adherence of expenditures with approved budgets and funding restrictions; monitor cash flow and proactively identify financial issues and risks and develop strategies to mitigate them including the creation of templates, reporting checklists, trainings, etc., for all funding sources.
Manage and monitor multiple program cost centers to ensure expenditures and financial activities comply with applicable sponsor requirements, UF policies and procedures, and State of Florida regulations. Maintain appropriate financial documentation and controls, identify and address potential compliance issues, and coordinate with relevant University offices and program leadership to ensure consistent and timely financial management across cost centers.
Advise program leadership on the long-term financial viability and sustainability of the program, including providing financial information and analysis to support annual and long-term strategic planning. The position may expand in the future to manage and coordinate multiple funding sources with differing project periods, requirements, and end dates.
Provide day-to-day direction and coordination for two support staff. Contribute to team initiatives as set forth by program leadership, provide training and technical assistance to the staff and resolve complex project administration issues by working closely with the SAFE’s Associate Director of Operations and other parties involved.
Maintain and update the Innovation Lab’s procedural manual. Manage all departmental human resources functions, including salary distributions, FARs and effort reporting. Review and assist in preparing and processing documents associated with new hires, staff performance evaluations, raises, and reclassifications.
Oversee procurement and accounts payable/receivable including setup of consulting agreements and payment of consultant invoices, vendor check requests, travel advances and transfer requests in accordance with UF policies and procedures. Reviews and approves travel requests, expense reports and requisitions to confirm funding and compliance and procedures. Reviews and approves travel requests, expense reports and requisitions to confirm funding and compliance.
Compliance
Research, interpret and apply relevant UF policies, international, federal and state laws, and sponsor regulations, guidelines and standards to ensure compliance with sponsored activities and agreement terms & conditions. Independently identify potential compliance concerns and engage with various IFAS and University core offices and regulatory authorities, as needed, to address requirements and facilitate timely implementation.
Maintain familiarity with sponsored research requirements, including Cost Accounting Standards (CAS); Institutional Review Board (IRB) approval for research involving human subjects; research and field permits; permits and regulatory requirements for the importation, transfer, handling, and use of plant pathogens and other regulated biological materials; Material Transfer Agreement (MTAs), Data Sharing and Data Use Agreements, and requirements for data management, open access, and protection of sensitive or personally identifiable information; Financial Conflict of Interest (FCOI), export control, and other applicable regulatory requirements relevant to the program.
Other Duties As Assigned
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