Research Admin Assistant

High school diploma and four years of relevant experience or equivalent college mcoursework in place of experience.

25% – Pre-Award Research Administration

Assist faculty, principal investigators, and research administrators with the development, review, and submission of sponsored proposals, including review of sponsor guidelines; preparation and review of budgets, budget justifications, forms, institutional documents, and other required materials; and preparation and routing of proposals through UFIRST and other applicable systems. Coordinate with faculty, staff, research administrators, and university offices to obtain required information and approvals, monitor proposal timelines, follow up on outstanding materials, and maintain appropriate proposal records and tracking information.

25% – Post-Award Research Administration

Assist with the administration and fiscal monitoring of sponsored projects throughout the award lifecycle, including reviewing and reconciling expenditures, encumbrances, balances, project end dates, payroll distributions, effort, cost sharing, and other financial activity. Prepare financial information and participate in project review meetings; assist with UFIRST award setup and modifications, budget revisions, no-cost extensions, and other award actions; identify and assist with resolving discrepancies; maintain supporting documentation; and assist with award closeout and coordination with university offices.

20% – Dean’s Office Centers, Institutes, and Research Initiatives

Provide pre-award and post-award research administration support for Dean’s Office-supported centers, institutes, and other assigned research initiatives. Assist leadership, faculty, and project personnel with proposal submissions, sponsored award administration, financial monitoring, research-related reporting, and data requests, and coordinate with departments and college units when sponsored activities involve multiple organizational areas.

15% – Research Administration Coverage and College Support

Serve as backup to the Research Administration Manager for designated activities and provide temporary pre-award and post-award support to college units during extended staff absences, vacancies, or other significant staffing transitions. Assist with research administrator meetings, training, communications, distribution of research administration information, and maintenance of college research administration website resources. Respond to routine research administration inquiries and direct faculty and staff to appropriate resources or university offices as needed.

10% – Reporting, Systems, and Administrative Support

Run and compile reports from university systems and other data sources; maintain research administration spreadsheets, tracking tools, records, and data; and assist with research-related reporting for college leadership. Support process improvements, special projects, and other research administration initiatives assigned by the Research Administration Manager.

5% Other Duties as Assigned

The percentage of time allocated to each essential function represents the anticipated distribution of responsibilities and may fluctuate based on workload, sponsored project activity, staffing needs, and College priorities.

High school diploma and four years of relevant experience or equivalent college coursework in place of experience.

Experience supporting research administration, sponsored programs, grants, contracts, or related financial administration. Familiarity with pre-award and post-award sponsored programs administration and university administrative systems. Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams. Ability to review and reconcile financial information and learn and interpret sponsor guidelines, university policies, research administration procedures, and applicable requirements. Strong organizational, analytical, communication, and customer service skills; attention to detail; ability to manage competing priorities and deadlines; and ability to work independently while recognizing when consultation or escalation is appropriate.