No experience
Employment Type:
Full time
Job Category:
Grant Writer
(This job is no longer available)
University of Florida | Gainesville, FL
Grad Date

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Job Description

Classification Title:

Research Administrator II

Job Description:

Proposal Development & Coordination

Provide direct pre-award support for proposal development and coordination to faculty for Federal, State, & Industry funding agencies, private foundations, and internal University awards. It is important to understand that often Pre-Award activities arise with short notification and must be executed within a very short period of time. In addition, it must be understood that this position frequently manages multiple proposal submissions at the same time.

This includes, but is not limited to:

* Reviewing Funding Opportunities
* Meet with faculty to gain understanding of funding opportunities, research ideas and interests and support needed; keep an eye out for appropriate potential funding opportunities and bring them to faculty attention.
* Once funding opportunity has been identified, review and identify the specific requirements and policies for a successful submission prior to proposal preparation, ensuring a proper understanding of the award parameters and any special requirements of the award, and notifying PI of any potential conflicts with University guidelines, rules, or regulations, or any potential programmatic or compliance restraints.
* Proposal Development & Submission

This position works with the faculty member and their proposed research team to develop proposals and manage the submission process, including:

* Scientific writing - Writes and edits technical documents, producing clear and concise documents written appropriately for the intended audience (scientific, fiscal, administrative, etc.) including cover letters, project summaries, project narratives, budget justifications, research strategies, specific aims, equipment and facilities support narratives, and financial conflicts of interest.
* Application Compilation - Assist in gathering, organizing, editing, and preparing documents to be included in the proposal; ensuring completeness and accuracy; review project budgets, obtain and verify necessary approvals, and when appropriate recommend changes to applications with the PI or department administrator.
* Proofreading, editing, and formatting - Review work prepared by PI and other writers, meticulously proofread to detect and mark for correction any grammatical, typographical, or compositional errors, omissions, or inconsistencies including errors in arrangements, punctuation, or spelling as well as reorganizing content for better flow, rewording for clarity, and editing to comply with applicable guidelines; work with digital images and page layout software when necessary. Prior to submission to CVM Pre-Award, the employee is expected to ensure formatting of all documents is consistent with the Sponsor's guidelines. Formatting requirements may include, but are not limited to, font type, font size, page margins, and page length requirements.
* Budget Preparation & Review - Assist PI and CVM Pre-Award with proposal budget development; Gather and organize information on costs to included proposal budget submitted to CVM Pre-Award, keeping in mind the applicability of budgeted items under the specific program; maintain clear documentation of proposal budget, communications, notes, and plans. The employee must contact the Principal Investigator, and as needed Pre-Award to discuss any problems and make necessary corrections.
* Proposal Review - Review all aspects of completed proposal application to ensure accuracy and completion, as well as a thorough and timely submission; responsible for the departmental review of research proposals to ensure compliance with Sponsor requirements prior to submission to CVM Pre-Award. The employee must be meticulous in following each specific submissions' guidelines to determine what to include in the proposal, provides guidance to the faculty and assists with completion of various sponsor assurance forms required.

Post Submission

* After the University has submitted the proposal to the potential Sponsor, the employee will routinely interact with the faculty, the Sponsor, and Pre and Post Award to ensure that problems concerning the proposal or an award are addressed in a timely manner. This includes, but is not limited to, Sponsor requested budget revisions, justifications and verifications, completion of additional mandated forms, and cost-sharing explanations.

Post-Award Monitoring and Reporting

* The employee may serve as a backup in post award management working closely with the Department Administrator, post award research administrators, and faculty to provide comprehensive award monitoring of post award activities, including monitor budget projections, identifying errors, anticipating shortfalls/surpluses and notifying department administrator and PI when there are potential issues. As required, review/monitor grant spending and work with appropriate parties to manage and/or resolve any issues or concerns. Interacts with sponsors and department administrators, PI, and Post-Award team to resolve problems and correct errors in fund management.
* Facilitates communication of and maintains detailed records including but not limited to: payroll distributions/effort, budget transfers, incremental funding releases, budget modifications and adjustments, advance funding requests, supplemental funding requests, ensuring proper allocation of expenditures to sponsored research projects, subaward monitoring, no cost extensions, cost sharing, cost transfers, non-financial report submissions, closeouts.
* Guides and prepares PI's through budget revisions, no cost extensions, and/or related materials as necessary.
* In the event of a sponsored award(s) review or audit, this position would assist the Department Administrator in response to requested documentation.

Develop & Maintain Departmental Research Resources

* Organize and maintain documentation, spreadsheets, and other records of all proposals in progress, submitted, awarded, ended, and not funded; maintain a schedule for regular review of content and reporting potential issues to department administrator and PI; maintain departmental materials to assist in proposal development (facilities and equipment templates, biosketch templates, etc, and assist in oversight of department shared equipment lab space.
* Maintains timeline of all IRB and IACUC expiration dates, and liaises between PI, CVM Pre- and Post-Award teams, and UF IACUC to ensure extensions are applied for well in advance of deadlines to prevent breaks in service/funding.
* Develop, create content for, and maintain departmental research pages to highlight faculty and departmental research, accomplishments, and resources as well as to entice applicants and enhance the departmental graduate and residency program.
* Attend trainings, meetings, and focus groups as needed to meet the responsibilities of this position. Stay abreast of all pertinent University of Florida policies and procedures as well as all state and federal rules and regulations related to contracts and grants.

Administrative Support

In consultation with the Department Administrator:

* Advise the department on changes to Department, College, or University grant policies and protocols and assists with the implementation of any organizational changes or procedures.
* Assist with the training of personnel on procedures for grant systems, including onboarding new faculty and biological scientists.
* Assist Department Administration with research commitments for Effort reporting and annual space certification, as needed
* Provide assistance to program coordinators, including resident/intern coordinators and graduate coordinators, including assisting with the application process.


* Cross trains with Academic Assistant and Administrative Services Assistant, as well as other related duties as deemed appropriate by supervisor

This is a 0.75 FTE (30 hour/week) position. Flexibility available to fulfill 30 hours per week within normal working hours (8:00am-5:00pm, Monday through Friday). Working hours may vary contingent upon workload and special projects.

Expected Salary:

$43,848 - $60,552; commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

Preference will be given to those with a Master's degree or above in Biological or Biomedical Sciences, or a related field, or an equivalent combination of biomedical education and experience in biomedical scientific writing. A demonstrable background in biomedical/scientific writing is highly preferred.


* Scientific writing experience; scientific grant writing experience highly preferred.
* Website management experience (WordPress or other content management systems).
* Experience in an Academic or University setting, including working with grants administration, state, federal, and University research regulations, and/or general accounting.


* Understanding of excellent customer service practices.
* Knowledge of data collection, compilation, evaluation and analysis methods.
* Knowledge and experience with computer database management, maintenance, and manipulation.


* Outstanding computer skills with demonstrated skill using Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook), Adobe Acrobat, and WordPress.
* Exceptional organizational and time management skills, high levels of attention to detail, reliability, and professionalism in communications, personal conduct, and personal presentation.
* Meticulous proofreading and document editing skills, including standard business formats and styles, correct spelling, punctuation, and grammar with particular attention to ensuring communications are well put together and formatted correctly.


* Understand and utilize problem-solving techniques.
* Establish and maintain effective working relationships with others and interact cordially with co-workers to accomplish common tasks.
* Work independently, listen and follow directions, and use good judgment to plan, organize, coordinate, and prioritize multiple work assignments and meet deadlines;
* Function under highly stressful circumstances and efficiently and accurately complete work under sometimes very short time constraints.
* Communicate well both verbally and in writing with faculty, staff, and various funding sponsors; including handling telephone calls and emails in a courteous and efficient manner..
* Maintain effective communication with supervisor.
* Evaluate and give technical assistance in the preparation and submission of proposals and to evaluate data relative to proposal submission.
* Maintain confidentiality with sensitive materials and act with discretion.


* Self-motivated
* Practices excellent customer service
* Takes ownership of the resolution of problems
* Remains flexible and accountable
* Manages conflicting responsibilities
* Prioritizes tasks
* Consistently meets deadlines
* Uses good judgement to reduce duplicity within workplace
* Finds additional tasks as needed

Special Instructions to Applicants:

This is a 0.75 FTE (30 hour/week) position. Flexibility available to fulfill 30 hours per week within normal working hours (8:00am-5:00pm, Monday through Friday). Working hours may vary contingent upon workload and special projects.

In order to be considered, you must upload your cover letter, resume, and a list of at least three professional references with contact information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required: Yes