Business Admin Specialist I - Grants Specialist

University of Florida
Job Description

JOB NO:522393
WORK TYPE:Staff Full-Time
LOCATION:Main Campus (Gainesville, FL)
CATEGORIES:Administrative/Professional, Business/Accounting/Finance, Veteran's Preference Eligible


Business Admin Specialist I


Pre-Award: Responsible for the coordination and assistance in the development of proposals to federal, state, and private funding agencies. This includes reviewing proposals for compliance with university and sponsor policies.  Understanding regulations and guidelines of program funding. Providing pre-award support, including reviewing requests for proposal (RFP) identifying the specific requirements, and ensuring they are consistent with those of IFAS and UF.  Reviewing proposals documents for accuracy and consistency with RFP, assisting with budget preparation, formatting and uploading documents, entering proposals in UFIRST, coordinating and reviewing all aspects of the proposal submission to ensure thorough and timely submission to IFAS, and the Division of Sponsored Research for review and submission to the funding agency.

A non-inclusive list of duties would include: Assist the Principal Investigator(s) (PI) with preparing grant applications and ensuring completeness and accuracy; review project budgets, obtain and verify necessary approvals, and when appropriate recommend changes to applications in collaboration with PIs and/or under advisement from higher-level department/grant administrators (BASII/BASIII); support PI in the processing of non-competing continuations, supplements and other awards/agreement amendments; liaise as necessary with departmental administrators, IFAS Dean for Research,  DSP, or other central UF departments; coordinate and review sub-recipient documentation required by the sponsor and by UF, to include SOW, authorized letter of collaboration and/or cost-share commitment, detailed budget, budget justification, and supplementary documents, as appropriate. Coordinate a timely submission process to ensuring necessary reviews and approvals are completed.

Post-Award: Provides post-award accounting of sponsored projects for principal investigators. Works directly with faculty/PI managing multi-million-dollar, multi-project portfolios which require maintaining internal account summary necessary to communicate summarized portfolio information. Review of all financial and HR transactions, account balances, and burn rates associated with portfolio. As well as providing this information to faculty/PI to assist with the effective management of sponsored projects based on the analysis of expenses, cost projections, and financial tracking.

A non-inclusive list of duties would include: Review award documents for acceptance and processing; oversee the management of awards for compliance with university and sponsor’s regulations; reconcile expenditures to ensure costs are allowable, allocable, reasonable, and consistent; inform principal investigators and SSC colleagues on university, state and federal guidelines governing expenditures and other award activities; create, maintain and provide account summary and other financial reports to investigators and partner units to assist in award oversight; work with C&G to close-out projects, including transferring of residual accounts; schedule regular meetings with faculty to discuss award management; review FARS/EFFORT allocations and provide detailed information to faculty prior to certification.

Responsible for the review of grant and contract award terms and conditions determine budget, restrictions, and other pertinent information. Prepares budget revisions, no-cost extensions, and/or related materials as necessary. Reviews/monitors grant spending, identifying areas of concerns, escalating issues or concerns to PI and/or higher-level department/grant administrators (BASII/BASIII), and coordinating resolution with appropriate area. Interacts with departmental administration, PI, core offices, sponsors and IFAS SSC staff to resolve problems and correct errors.

Works as primary contact and liaison for departmental faculty and staff and the Division of Sponsored Research for pre-awards and post-award actions and processes. Provides post-award financial administration and management for other research- related funds. 

Other duties as assigned.


$18.44-$20.00 per hour.


High school diploma or equivalent and one year of relevant experience; or an equivalent combination of education and experience.


Experience: Knowledge or experience of university, state, and federal guidelines regarding sponsored research administration.

Skills: Critical thinking skills. Analytical and problem-solving skills (including researching and analyzing information to develop a solution). Strong written and verbal communication skills.

Abilities: Ability to work well in a team environment. Ability to work independently. Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.

Other: Professional attitude that is conveyed in all interactions, communications, and appearance. 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.


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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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



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