Sponsored Programs Administrator
Florida Polytechnic University

Lakeland, Florida

Posted in Retail
5 days ago

Job Info

Job location: JD Alexander Florida Polytechnic Main Campus

Employment Type: Full-time
Posted data: 2021-05-21
Req: R1141
Located along Florida's I-4 High Tech Corridor, Florida Poly opened its doors in August 2014 as the state's 12th university and the only one dedicated to core subjects in Science, Technology, Engineering and Mathematics (STEM education). The non-traditional academic environment focuses on applied learning, specifically in technology and engineering. Small class sizes give faculty the opportunity to work closely with high-caliber students, and the most advanced technology, including a Supercomputer, 3D printing lab, media lab and nanotechnology lab, sets Florida Poly apart from other state universities. Florida Poly's innovative approach to higher education allows students to learn strong fundamentals within a traditional university department structure, while giving them opportunities to apply their learning through research and projects in emerging high-tech concentrations like Cyber Security, Big Data Analytics, Machine Intelligence and more. The University partners closely with industry leading firms, and faculty members are rewarded for more than just publishing. Industry involvement, problem solving, and the commercialization of technology and research through start-ups and small businesses are encouraged.    Job Title   Sponsored Programs Administrator   Job Description Summary   Florida's newest state university is looking for exceptional candidates to serve as the Sponsored Programs Administrator in the Office of Sponsored Programs.

This position reports to the Director of Sponsored Programs and is responsible for negotiating, extending, administering, terminating, renegotiating, and monitoring grant contracts and sub-contracts. This position is also responsible for assisting departmental contacts such as faculty, Principal Investigators (PIs), and administrative staff with grant proposal preparation and development, budget projections and justifications, and interpretation of agency/sponsor guidelines and regulations. This position assists the departments in complying with various grant administration policies, procedures, rules and regulations.   Job Description   


  • Assists and consults with faculty and PIs during the preparation and development of grant proposals. Reviews proposals, provides recommendations, drafts modifications, and interprets funding agency guidelines and any applicable regulations. Ensures proposals are submitted through appropriate mediums, sent to all necessary parties/agencies, and are received by sponsors on a timely basis.
  • Reviews and submits proposals for private sector sponsors or not-for-profit organizations.
  • Remains current on federal and state regulations and monitors upcoming funding sources and opportunities for sponsored research projects.
  • Provides assistance and makes budget modifications, as needed, including budget projections, budget justifications, and appropriateness of budgeted items. Assists in the determination and computation of appropriate salary levels, percentages of effort, fringe benefit rates, indirect cost rate and base, etc.
  • Process and monitor student research assistants tied to grants. Process expense transactions as required.
  • Sets up and processes the awarded grant by performing set up procedures in all Enterprise systems and databases, ensuring funds are released per the award guidelines, reviewing the contract for spending restrictions, and reviewing terms for appropriate protocol and research assurances such as IRB, IACUC, or Biosafety considerations. Assists PI with initial budgetary setup forms and procedures and advises PI and appropriate staff of contract terms and conditions, budgetary matters, and compliance considerations.
  • Acts as liaison with PIs, faculty, and other departmental grant staff. Notifies and advises PI and department of expenditure restrictions, current expenditure procedures, contract amendments, time extensions, etc. Alerts PIs and grant personnel of compliance issues.
  • Performs continuous monitoring of contract terms and works with Principal Investigators to ensure that the sponsoring agency guidelines and contract terms are adhered to by all parties working on the grant throughout the life of the contract. When necessary, reviews contracts/subcontracts/amendments and contact sponsors to obtain amendments, extensions, or to re-negotiate terms and conditions.
  • Gathers information and responds to granting agency and auditor inquiries. Refers highly complex or extremely sensitive audit or legal matters to the Director or other appropriate administrator.
  • Assists with gathering data for reporting requirements and/or progress reports.


  • Demonstrated computer competency and working knowledge of Microsoft Outlook, Word and Excel.
  • Knowledge of current agency guidelines and regulations for proposal submissions.
  • Ability to interpret and apply varied Federal, State and University policies and regulations through the entire proposal and contract process.
  • Excellent written and verbal communication skills.


  • Bachelor's degree plus one (1) years in a higher education environment working in sponsored research; OR
  • Three (3) years of progressively responsible experience in a higher education environment working with sponsored research or financial processes.


  • Bachelor's degree plus five (5) years of sponsored research administration experience in a higher education setting.
  • Knowledge of OMB Uniform Guidance compliance requirements.
  • Knowledge of federal agency policies (e.g. NSF, NIH, NASA).
  • Knowledge of Workday ERP system.


  • $47,500-$52,000 commensurate with experience


  • Must possess a valid driver's license.
  • This position requires a criminal background check.
  • This position is subject to federal and state privacy regulations.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

* Cover Letter

* Resume

* List of at least three (3) professional references (names and contact information)

Diversity Statement:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Special Instructions Regarding Attachments:


Required attachments are listed on each posting.   Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. 


An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. 


Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.


All document(s) must be received on or before the closing date of the job announcements.

  This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.     

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