Administrative Specialist II

Job no: 535070
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Grant or Research Administration
Department: 60150000 - AG-FOOD SCIENCE / HUMAN NUTR

Classification Title:

Administrative Spec II

Job Description:

APPROVE EXPENSES, MAINTAIN FISCAL SPREADSHEETS, AND RECONCILIATIONS

Monthly reconciliation of sponsored projects. Maintain spreadsheet of accounts and provide reports to faculty. Inform faculty of potential problems, action taken or recommend action.

Reconciles all invoice and card transactions, ensuring that charges are appropriately charged to the correct funding source.

Oversees the verification and imaging process for all purchasing card transactions.

Review back-up documentation to ensure it meets Sponsor, UF, and Department requirements. Ensure that the expenses meet the Uniform Guidance, codified at 2CFR 200, issued by the Office of Management and Budget (OMB) for Federal awards and that costs are reasonable and allocable for the project.

Will serve as back-up to Accountant as a Level 2 Approver for invoice & p-card payments, requisitions to purchase travel expenditures.

Provide financial reports to the PI’s.

POST-AWARD MANAGEMENT

Interpret Federal, State, University, and Department laws, rules, and regulations. Ensure compliance with policies and procedures.

Inform PI of new awards, completed modifications, and budget or IACUC / IRB end dates. Track and review the notice of awards and modifications, confirm set up is accurate and work with appropriate personnel to correct errors; provide new award and budget details to PI and respective lab research coordinator, if applicable. Interact with Sponsor & UF staff to resolve problems and correct errors.

Ensure the collection of revenue through accurate presentation of invoices for all IFAS Service Projects and OCR projects.

Evaluate award compliance, such as cost sharing, human and / or animal use; ensure awards are consistent and meet standards designed to assist with UF and DSP compliance policies and procedures.

Update UFIRST as needed. Submit requests for no-cost extensions; requests to incur costs 90 days before award start date; advance funding releases; budget transfers, supplemental funding releases, changes in scope, PI or effort, or budget modifications and adjustments. Calculate new IDC amounts for budget changes as needed per individual situation. Process award modifications for date extensions, incremental funding, effort revisions, and other revisions as required. Establish and monitor subprojects and subcontracts; complete CAS exemptions in UFIRST; submit IACUC and IRB exemptions when needed.

Work closely with the HR Generalist and Accountant to ensure effort and payroll on sponsored projects are reported correctly.

Ensure FDACS requirements are followed for travel; serve as a liaison with UF C&G & OCR staff, answer questions and provide documentation as requested.

Monitor final reporting requirements for all C&G awards. Work with faculty, Accountant FSHN fiscal and HR staff, and C&G or OCR to close out projects and, when applicable, move balances to respective faculty’s residual accounts. Assist with submitting final reports and sponsor billing when requested.

Other- Other duties as assigned by FSHN Leaders

Expected Salary:

Up to $62,000 commensurate with education and experience

Minimum Requirements:

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Experience working in a fiscal capacity.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and (3) professional references

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

Health Assessment Required: No

Salary : $62,000