Classification Title:
OPS - Special Project Clerical
Classification Minimum Requirements:
Bachelor’s degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Job Description:
AWARD MANAGEMENT and ADMINISTRATION:
Completes award setup and budget reconciliation in UFIRST and sets up projection and tracking tools necessary for award management.
Provides comprehensive award management and monitoring of post award activities including payroll distributions, commitments, cost share, Effort, FARs, budget transfers, budget modifications, incremental and supplemental budget requests, subaward monitoring, no cost extensions, and cost transfers.
Manages payroll distributions and effort for the assigned PIs and all employees paid on sponsored programs funding.
Daily project monitoring and monthly revenue/expenditure reconciliation for awards.
Assist PI with required reporting as needed, i.e. data compilation, formatting of progress, annual and compliance reports, etc.
Conduct meetings with PI’s incrementally to discuss project spend and determine appropriate payroll allocations.
Obtain quotes for major purchases and interface with UF Procurement for sponsored programs purchases.
Approve expenditures for purchases against sponsored program funds.
RECORD KEEPING and REPORTING:
Assist Manager, Accounting with maintaining and monitoring one or more phases of the accounting system.
Reconciles expenditures to ensure costs are allowable, allocated, reasonable and consistent with funding agency regulations.
Prepare and process Expense to Expense, Expense to Revenue, and ONL journals in PeopleSoft as required.
Maintain chartfield string listings for all department projects/grants by project number, PI, balance, and expiration date.
Prepare monthly listing of expiring projects/grants and monitor funds through closeout process.
Manage the communication with PI"s regarding their fiscal activities and update them on fiscal policies/ procedures.
PRE-AWARD assistance:
Provides support for pre-award review and submission. Serves as back up for Research Administrator II for pre-award as needed.
Reviews grant program announcements for compliance with sponsor and University terms and regulations, and reviews terms outlining the negotiation and acceptance of resulting grant awards.
Proposal submission includes review of, formatting and uploading documents, budget preparation, entry and routing of proposals in UFIRST or other applicable submission modules, and coordinating all aspects of the proposal submission to insure thorough and timely submission to the Division of Sponsored Research for review and submission to the funding agency.
Helps monitor grant progress and compliance with agency documentation requests.
OTHER MISCELLANEOUS FUNCTIONS:
In absence of office personnel, answer phones and assist people who come to fiscal and administrative office for assistance. May inventory and order office supplies, initiate work orders for building maintenance, and secure building at end of work day. Assist with records retention and disposition. Various other office tasks as determined by workload and deadlines.
The incumbent needs to work Monday - Friday from 8am-5pm on campus. The Microbiology and Cell Science building has ample parking.
Expected Salary:
$30-35/ hour
Required Qualifications:
Bachelor’s degree and two years of experience in grant and contract administration; or an equivalent combination of education and experience.
Preferred:
B.S. in Accounting
Experience with PeopleSoft and UF policies and procedures
Proficient in Microsoft Office, including Excel
Excellent quantitative and analytic skills
Excellent communication skills, both verbal and written
Ability to interact well with people and problem solve
Ability to work independently and supervise others
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and at least 3 references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This is a time-limited position.
Health Assessment Required:No
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