Research Administrator II

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532258&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532258

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Grant or Research Administration

Department: 29150000 - MD-OPHTHALMOLOGY

Classification Title:

Research Administrator II

Job Description:

The Department of Ophthalmology has an annual research budget of approximately $3.9 million and foresees continued growth in this field, resulting in increased funding annually. The research administrator (RA) plays a crucial role in providing essential administrative support and will independently and proactively coordinate all necessary research and clinical trial activities for the Department. The RA is tasked with identifying grant opportunities, compiling fiscal data, submitting proposals promptly, overseeing grant negotiations, and performing post-award fiscal management and financial and agency reporting. Under the general direction of the Department Chair, department administration, and the designated Principal Investigator (PI) for each project or trial, the RA will participate in the initial preparation of proposals, including contract negotiations and budget preparation. The RA is responsible for designing and conducting research activities and ensuring the proper closure of research projects and clinical trials. The incumbent must be familiar with various research-related compliance aspects and the University rules and policies governing clinical trial administration. The RA should possess the ability to independently prioritize, plan, and organize work activities, as well as establish and maintain effective working relationships with others.

Research Administration:

• Responsible for managing all research projects for faculty in accounting, purchasing, facilities, management, finance, and compliance issues related to their research awards. Ensure appropriate personnel are appointed to the correct account, with the correct percentage and period matching the grant award.

• Reconcile fund expenditures with the University accounting system, ensuring compliance with granted award guidelines. Coordinate expenditures from multiple grants with a single principal investigator and generate monthly reports to inform principal investigators of their financial status.

• With assistance and consultation from the project PI or their designated senior research personnel, ensure institutional compliance with federal guidelines and requirements for radiation safety, biohazards, animal subjects, equipment location, and usage related to grant-funded activities.

• Direct the allocation of grant funds according to submitted budgets, coordinating with appropriate departmental administrators to cover proper salaries and fringes. Analyze monthly expenses for each grant, making necessary changes to stay within funding agency guidelines and departmental regulations.

• Prepare all grant proposals, including compiling, reviewing, and ensuring timely completion, such as drafting initial budgets and performing necessary budget calculations. Access available UF information on rules, regulations, fringe rates, indirect cost rulings, and cost listings for accurate budget submissions. Ensure budget justifications align with these rulings and those of the funding agency.

• Generate all personnel paperwork for hiring and/or termination of fellows on training grants, including required new hire paperwork, Letters of Appointments (LOAs), and termination notices.

• Serve as liaison between Ophthalmology and other University entities, including the Office of Research, Division of Sponsored Programs, Contracts and Grants, Institutional Animal Use and Care Committee, and other academic departments, for all grant-related activities involving fundamental science faculty with joint appointments.

  Clinical Trials Support:

• Obtain and negotiate ophthalmic clinical research contracts with industry sponsors and oversee the operations of the Clinical Trials Program to comply with these contracts and ophthalmic clinical research grants from the National Eye Institute.

• Plan and execute day-to-day operations of the Clinical Trials Program to facilitate the preparation, execution, and closure of clinical research studies. Identify key study personnel, ensure their certification and training meet sponsor requirements, and coordinate clinical services, including patient care appointment and staff scheduling. Comply with Institutional Review Board (IRB) regulations, assist with IRB/Sponsor correspondence, and prepare necessary protocols and informed consent documents.

• Coordinate patient recruitment, data collection, and clinical services in line with study protocols. Meet with study sponsors for initiation visits, recruitment strategies, and investigator obligations, ensuring compliance with FDA and IRB regulations.

• Arrange visits in coordination with ophthalmology clinic staff, collect and report data to sponsors, and collaborate with certified ophthalmic technicians (COTs) to prepare for investigator study visits. Utilize UF Health EMR systems to obtain study-specific medical record documentation and conduct billing reviews.

• Monitor operating budgets of clinical research studies, collaborating with departmental financial staff to ensure sponsors are billed accurately for study-related expenses, participant payments, and clinical service fees per contract terms.

• Assist in study closure activities, including file review, final site visits, and preparation of closeout reports for IRB approval. Provide support to investigators in compiling and evaluating data for publication.

  Other Related Duties:

• Coordinate the collection, analyses, compilation, and submission of information and data as needed.

• Provide administrative support for various needs and ad hoc requests from department leadership and faculty.

• Performs a variety of accounting functions, which includes preparing, reviewing and approving documents; reconciling P-Card transactions accounts; monitoring fund balances; preparing status reports; and performing other related activities.

• Arranges travel including booking flights, car rentals, hotel reservations, conference registration, etc. for departmental staff and faculty.

• Processes expense reports, including reimbursement of travel expenses in the UF GO system.

• Assist with lab-related tasks as needed such as asset management inventory tracking, surplus pick-up requests, and annual space allocation reporting

Expected Salary:

Commensurate with experience up to $65,000

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:

• Experience working with medical and research professionals

• Experience facilitating sponsored research activities (pre & post-award)

• Knowledgeable in accounting principles and cost accounting standards

• Working knowledge of UFIRST and eRA Commons

• Ability to effectively communicate information through written and verbal interaction

• Ability to interpret, implement, and integrate requirements of various funding agencies

• Ability to work within deadlines, prioritize workload, and work with groups

• Proficient in Microsoft Outlook, Word and Excel

Special Instructions to Applicants:

Application documents should include a cover letter, resume and list of names with email addresses of at least three references.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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

Health Assessment Required:No

Advertised: 09 Jul 2024 Eastern Daylight Time

Applications close: 31 Jul 2024 Eastern Daylight Time