Job No: 541427
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Grant or Research Administration
Department: 27302400 - HA-RESEARCH FUNDING INTERNAL
Job Description
Classification Title: Research Administrator III
Classification Minimum Requirements: Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Job Description:
Institute Awards Administration
- Coordinate the full lifecycle of Institute-supported funding opportunities, including planning, announcement, application or nomination, review, selection, award notification, setup, monitoring, reporting, closeout, and maintenance of historical records.
- Administer internal RFAs, pilot and seed awards, fellowship awards, faculty development awards, strategic initiatives, donor-supported or donor-directed awards, discretionary allocations, and other Institute funding mechanisms.
- Serve as a primary administrative resource for applicants, award recipients, faculty leaders, departments, and Institute leadership regarding award processes and requirements.
- Maintain award documentation, timelines, terms, reporting requirements, and recipient records.
- Coordinate timely closeout of awards and disposition of remaining balances in accordance with Institute and university requirements.
Research Administration & Financial Coordination
- Coordinate administrative activities associated with Institute-supported research and other funded initiatives.
- Support Research FSEAs and other Institute research or investment accounts.
- Partner with investigators, department administrators, Institute Finance, Sponsored Programs, and other university offices on award setup, financial monitoring, reporting, transfers, and closeout.
- Help ensure funding is administered in accordance with Institute requirements, donor or funding restrictions, and applicable university policies.
- Assist faculty and departments in navigating administrative requirements associated with Institute-supported research activities.
Scientific & Programmatic Review Coordination
- Coordinate operational aspects of ad hoc Scientific Review Panels and other faculty-led review processes.
- Coordinate reviewer identification and recruitment, conflict-of-interest documentation, review materials, scheduling, scoring, meeting logistics, and maintenance of appropriate records.
- Provide administrative support that enables faculty reviewers and Institute leadership to conduct fair, consistent, and well-documented review processes.
- Support development and continuous improvement of review procedures, tools, templates, and reviewer guidance.
Program Operations & Systems Development
- Develop, implement, and continuously improve systems, workflows, templates, databases, dashboards, and other tools supporting Institute awards and research administration.
- Support implementation and optimization of award-management platforms or similar systems.
- Develop standardized processes and documentation that improve consistency, transparency, efficiency, and the applicant and recipient experience.
- Identify operational gaps and recommend practical improvements to Institute leadership.
Communications & Program Coordination
- Partner with Marketing & Communications, Advancement, Strategic Engagement & Partnerships, and other Institute teams to coordinate award announcements, recipient recognition, donor stewardship activities, presentations, and other communications related to Institute-supported initiatives.
- Maintain clear and timely communications with applicants, recipients, reviewers, faculty leaders, departments, and administrative partners throughout the award lifecycle.
- Coordinate information needed by functional partners while allowing the appropriate teams to lead communications, fundraising, donor engagement, or other specialized activities.
Reporting & Portfolio Analytics
- Maintain accurate operational reporting for the Institute's funding portfolio, including award metrics, funding summaries, progress reports, outcomes, historical records, and portfolio dashboards.
- Track key deadlines, commitments, balances, and reporting requirements.
- Prepare information and analyses that support Institute leadership in stewardship, planning, resource allocation, and decision-making
Expected Salary: $61,000 - $83,000
Required Qualifications: Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
Preferred:
- Master's degree in business, healthcare administration, public administration, science, research administration, higher education, or a related field.
- Five or more years of progressively responsible experience in research administration, academic medicine, higher education, or an academic health center.
- Experience administering internal funding programs, fellowships, research awards, pilot programs, or similar grant programs.
- Experience coordinating scientific peer review panels, faculty committees, advisory groups, or similar review processes.
- Experience with proposal or award management systems such as Proposal Central, InfoReady, SmartSimple, Workday, or similar platforms.
- Experience developing dashboards, metrics, portfolio reports, or executive-level reporting.
- Demonstrated experience building or improving programs, systems, workflows, or operational infrastructure.
- Project Management Professional (PMP) certification or equivalent project/program management training is preferred but not required.
The successful candidate should demonstrate:
- Progressively responsible experience in research administration, grants or award administration, higher education administration, healthcare administration, or a related operational field.
- Experience coordinating complex projects or programs involving multiple stakeholders.
- Strong organizational, analytical, written, verbal, and interpersonal communication skills.
- Ability to manage multiple priorities, meet deadlines, and work independently with sound judgment.
- Demonstrated ability to develop or improve administrative processes and systems
Special Instructions to Applicants:
Please upload the following - CV or Resume, Cover Letter and List of Professional References.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No
Applications Close: 12 October 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/541427
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.