Research Administrator

Research Administrator II

The College of the Arts Dean’s Office seeks a Research Administrator II to guide, support, and encourage Principal Investigators (PIs), project managers, and other faculty, students, and staff in the College, working on sponsored projects.  This role requires a solutions-based approach, high degree of flexibility, responsiveness, and the ability to adapt to evolving project needs, shifting timelines, and nontraditional research structures common in the arts. Approximately half of work is focused on proposal preparation and submission.  The other half focuses on post award setup and administration with a high level of grants financial and administrative work focused on post-award spending, monthly reconciliations, and other forms of finance and grants administrative compliance. 

The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond.  As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who possesses skills in designing and facilitating work that advances curiosity, respect, open intellectual discourse, and the welcome incorporation and well-being of all in an environment of complex differences. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.

Responsibilities

Pre-award

Proposal preparation and submission:  

• Maintain a high level of commitment to realizing the PI’s vision. This work requires adaptability, willingness to navigate evolving project directions and institutional constraints with flexibility and creativity.
• Bridge gaps and develop effective collaboration mechanisms between the Division of Sponsored Programs (DSP) and the UF Foundation. 
• Develop and manage the transmittal of proposals to federal, state, and private funding agencies, often adjusting strategies in response to changing sponsor guidance, timelines, or project needs. Identify proposal compliance issues and work with the PI to resolve. 
• Conduct early fiscal review of proposal budgets particularly looking for requirements such as PO limits, contract language and terms, required quotes, and ensuring these items are budgeted correctly during proposal development. Leading PIs to adjust budgets as vision, project and possibilities shift, requiring flexibility and responsiveness throughout the proposal process.   
• Process the submission of awards through UFirst system. 

Post-award

Post Award Set-Up 

• Review grant and contract award terms and conditions and help guide faculty through successful post-award management. This includes reading and interpreting award documents to determine budget, invoicing schedule, deliverables, restrictions, planning distributions, identifying areas of concern, and other pertinent information. 
• As applicable, manage the coordination of funds flowing through the UF Foundation to DSP, continuing to bridge gaps and develop effective collaboration mechanisms between DSP and the UF Foundation. 

Post Award Administration 

• Monitor Peoplesoft transaction expenditure reports and ensure that supporting documentation is accurately charged and contains appropriate justification to comply with federal, state, UF and any other relevant regulations. 
• Verify accounting and documentation support for all sponsored projects financial transactions including but not limited to expense reports, Pcard transactions, independent contractor payments, and MyUFMarketplace purchases. 
• Collaborate with Fiscal and HR teams to verify expenses are allocable, reasonable, necessary, and consistently treated. 
• Assist PIs and project personnel on how to efficiently and compliantly manage external funding .  May sometimes initiate actions such as salary distributions. 
• Review and apply grant and contract regulations, policies, procedures, and relevant standards throughout the life of the award.
• Manage and navigate an awards portfolio, seeking guidance when needed.
• Conduct monthly PI Check-Ins 
• Mentor PIs to navigate sponsored project management.
• Monitor balances in department and PI grants accounts and ensure use is in line with budget and anticipated expenditure.
• Manage complex payroll projections across projects.
• Responsible for creating monthly reconciliations of revenue and expenditures. 
• Follow up on issues identified during PI check-ins.
• Identify faculty members’ challenges and consult with the Aso Dean of Research to make recommendations for additional support or resources.

Other

Collaboration and capacity building 

• Recommend and help implement workflow improvements as needed.
• Partner with the Proposal Studio team to develop data presentations and resources that support PIs in managing their projects.

$58,000 - $61,000 with a comprehensive and highly competitive leave and benefits package

Bachelors degree and two years of relevant experience; or an equivalent combination of education and experience.

The successful candidate will meet some of the following, listed in order of importance

• Accounting experience with grant and fiscal management. 
• Professional experience with accounting principles, practices, and procedures 
• Proficient in the use of Microsoft Office, including Excel, Word, Outlook, and Teams 
• Understanding of the specialized priorities and values of artists, arts scholars, and arts funding agencies.
• Demonstrated ability to work collaboratively with individuals across a range of roles, communication styles, and working approaches.
• A human-centered approach to work.
• Strong proposal preparation skills
• Strong planning, analytic, and organizational skills 
• Ability to work well both independently and collaboratively in a team environment to accomplish team and college-level goals 
• Experience assisting with post-award financial reporting
• Evidence of skill in designing and facilitating academic work that advances curiosity, respect, open intellectual discourse, and the welcome incorporation and well-being of all in an environment of complex differences.

Application Deadline: All application documents must be submitted by May 25, 2026.   

Application Process: Applications must be submitted via the University of Florida’s online application system.  Online applications must include the following: (1) a detailed letter of application that explains how you match the particular qualifications of this position and how your work and perspective will contribute to and enhance our transformative community; (2) a resume; (3) names and contact information of three professional references. The Search Committee may request additional materials at a later time, including obtaining UF engaged and/or other personnel files from UFHR for current or previous UF employees.

Inquiries may be sent to:
Kim Holloway
Chair, Research Administrator II Search
Email:

klhollow@ufl.edu

The selected candidate will be required to provide an official transcript to the hiring department upon hire. A transcript will not be considered “official” if a designation of “Issued to Student” is visible. Degrees earned from an educational institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by National Association of Credential Evaluation Services (NACES).

If an accommodation due to a disability is needed to apply for this position, please call +1 (352) 392- 2477or the Florida Relay System at +1 (800) 955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

THE COLLEGE OF THE ARTS: The College of the Arts is an engine of transformation that generates paradigmatic shifts in the arts and beyond, while nurturing adaptability, innovation, and excellence. We foster an environment where novel creative practice, leading research, and experiential learning thrive. Our students, faculty, and staff interrogate and respond to the ever-changing relationship between technology and the human spirit. We prepare future leaders in artistic professions and creative industries, while developing student capacity for interdisciplinary scholarship that serves and engages local and global communities.  The College offers baccalaureate, masters, and doctoral degrees. Approximately 1,600 students are pursuing majors in degrees offered by the College of the Arts under the direction of 150 faculty members in its three accredited schools— the School of Art + Art History, the School of Music, and the School of Theatre + Dance, and in the Center for Arts in Medicine, the Digital Worlds Institute, and the Center for Arts, Migration, and Entrepreneurship. In addition, the college comprises the University Galleries, and the University level of the New World School of the Arts in Miami. 

The University of Florida: The University of Florida is a comprehensive learning institution built on a land grant foundation. We are The Gator Nation, a diverse community dedicated to excellence in education and research and shaping a better future for Florida, the nation and the world. Our mission is to enable our students to lead and influence the next generation and beyond for economic, cultural and societal benefit. UF is a graduate research institution with more than 50,000 students and membership in the prestigious Association of American Universities. Gainesville, which is consistently ranked as one of the nation’s most livable cities, is located midway between the Gulf of Mexico and the Atlantic Ocean. Together, the University and the community comprise the educational, medical and cultural center of North Central Florida.

In addition to salary, the University of Florida (UF) offers low cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

Build a retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various business and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits

This is a time-limited position.