Salary: Negotiable
Location: 5800 Bay Shore Road Sarasota
Job Type: Full-Time
Job Number: 00640
Division: Office of Research & Grants-E&G
Opening Date: 07/10/2025
Closing Date: 9/1/2025 11:59 PM Eastern
Description
The main responsibilities of the position is to provide a wide range of administrative support regarding grant seeking, proposal writing, and award management
Examples of Duties
Pre-Award Support Activities:
• Researches relevant funding sources
• Provides proactive support to faculty, keeps track of faculty interests and notifies faculty of possible sources of funding
• Writes grant proposals (and supports faculty in writing proposals) in order to maximize resources for faculty initiatives
• Maintains a grant proposal library of all submitted proposals. Assists with proposal preparation including, but not limited to, registering and maintaining access to electronic submissions systems (Grants.gov, Fastlane, SIMON, etc)
• Reviews all proposals for compliance and appropriateness to the grant conditions
• Liaises with NCF administration on legislative budget requests
Post-Award Management:
• Informs the Communications and Marketing Department and the Provost's Office on new Awards
• Interfaces with sponsor agencies during the life of the grants, agreements, contracts and programs
• Contacts the Communications and Marketing Department and submits summaries of the events and progress of research during the lifetime of grants, agreements, contracts and programs
• Advises and makes suggestions during the lifetime of grants, agreements, contracts, and programs to the PI/PD
• Works on logistics for the PI/PD
• Suggests to PI on no-cost extension
• Requests no-cost extensions from the Sponsor agency
• Processes personnel appointments on grants, agreements, contracts, and programs
• Processes orders on grants, agreements, contracts, and programs
• Processes invoices and Pcard transactions on grants, agreements, contracts, and programs
• Processes travel expenses on grants, agreements and contracts
• Works with NCF legal counsel to provide support in solving legal issues as they arise
• Communicates effectively with all individuals and groups involved with the project
• Reviews the budget category and budget amounts set up by the Finance office for accuracy
• Reviews, determines, and approves expenditures including salary and benefits on grants, agreements, and contracts
• Develops expenditures reports as well as forecasting reports for active grants, agreements, contracts, and programs for PI/PD
• Processes documentation for reclassifications and re-budgets
• Aggregates data to produce quarterly, annual, and final reports to sponsoring agencies
• Performs operations and accounting matters with other departments as they relate to grants and contracts
Specific Fiscal Duties:
• Monitors organizational codes and funding sources monthly to ensure payment accuracy and to ensure budgets for each category are maintained and/or deficits reported and corrected
• Finance & Administration - reconciles internal financial records with monthly Banner reports; reviews departmental ledgers and prepares summary reports. Ensures timely and accurate reporting of financial information to the PI/Sponsor
• Human Resources Policies and Procedures - coordinates HR transactions: new hire actions, terminations, leave of absences, records and files, timesheet, maintaining employee files, payroll sign-up, etc. Liaison for Human Resources to resolve problems or questions associated with appointments and payroll matters. Coordinates
• recruitment/selection activities for vacancies. Communicate to management when there are issues/problems with employees
• This position is privy to confidential information and responsible for ensuring the privacy and confidentiality of those files and/or verbal/printed information in their possession and control consistent with Federal and State laws, and college policy
• Information Technology: Complete IT forms to onboarding and terminate employees. Provide contact information to employees for questions/concerns regarding the department
• Procurement: Manages purchasing functions, including purchasing cards. Stay informed on all new/current vendors; requesting W-9 and Certificate of Liability Insurance
Cost Share and Matching:
• Develops, tracks and maintains Excel spreadsheet for the cost share during the life of the award
• Reports cost share to sponsor on appropriate financial report (Quarterly, semiannually, annually, final report
Accounts Receivable/Payable:
• Processes checks received to be deposited into the proper account
• Works with the PI/DR on FINAL financial reports to ensure that all appropriate expenses are included
Preparation and Submission of Property Forms/Attractive Items:
• Creates, prepares and submits property forms on a timely basis with detailed supporting documents
• Prepares information for decals for equipment
• Determines Attractive items and processes per NCF guidance. Keep trac of Attractive items.
Closing Accounts:
• Tracks the grants, agreements, contracts and programs that should be closed
• Informs and provides guidance to the Finance Office on close-out
• Determines whether there are pending items that need to be resolved before the account is closed, such as outstanding receivables, outstanding travel advances, and outstanding encumbrances
• Works intensively with PI/Pd to spend fully funding per the budget award on their grants, agreements, contracts, and programs
Retention of Records:
• Creates, maintains and archives files. Keep track of closed grants, agreements, contracts and programs
• Destroys all archived files following sponsor, institutional, state and federal requirements
• Other duties as assigned
Minimum Qualifications
Bachelor's Degree + 2 years experience of appropriate experience
Preferred Qualifications
Master's Degree in an appropriate area of specialization and + 4 years experience of appropriate experience
New College of Florida (NCF) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the NCF community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, or any other legally protected group status. This policy applies to faculty, staff, students, volunteers, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes. Employment Type: Full-Time