Research Admin Assistant

University of Florida - Gainesville, FL

Full-time - Mid Level

Gainesville, FL

Educational Services

About the position

The Research Admin Assistant at the University of Florida plays a crucial role in supporting the administration of grants and awards. This position involves managing electronic systems, ensuring accurate data entry, and serving as a liaison between faculty, staff, and sponsors. The assistant will also handle office support tasks and maintain professional relationships within the university and with external sponsors.

Responsibilities

• Builds and maintains knowledge of the University of Florida Integrated Research Support Tool (UFIRST).
• Ensures accurate data entry into UFIRST, including proposal funding status and award data.
• Assists with award administration intake activities, including imaging award documents.
• Initiates UFIRST Award and/or Agreement SmartForms and delivers them to Responsible Unit Contact for completion.
• Maintains knowledge of sponsor electronic research administration systems such as NSF FASTLANE and NIH Commons.
• Establishes and maintains institutional profiles with external sponsors.
• Communicates information about DSP's standard services to faculty, staff, and sponsors.
• Tracks Responsible Conduct in Research Training (RCR) requirements and ensures compliance.
• Acts as a liaison to advise on proposal guidelines and regulations.
• Triages correspondence to meet proposal and award deadlines.
• Maintains accurate files and records for each award or agreement.
• Acts as point of contact for submission of post-proposal/award materials.
• Maintains professional knowledge through self-study and professional development.
• Serves as a public contact for DSP, answering inquiries via various channels.
• Maintains office supply inventory and assists with equipment maintenance.
• Arranges and coordinates office events.
• Conducts special administrative projects as assigned.

Requirements

• High school diploma or equivalent.
• Four years of relevant experience in research administration or a related field.
• Appropriate college coursework may substitute for required experience.

Nice-to-haves

• Experience with electronic research administration systems.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines effectively.

Benefits

• Salary commensurate with experience and expertise.
• Eligibility for veteran's preference.