About the role
ORGANIZATIONAL SUMMARY:
The College of Marine Science (CMS) at the University of South Florida seeks to fill one Unit Research Administrator position. CMS is a comprehensive graduate research program whose excellent faculty and outstanding graduate students, at both the MS and PhD levels, interact together to solve complex scientific problems in all oceanographic environments. The College is a strong interdisciplinary group that transcends the traditional oceanographic fields using the latest technologies, much of which is developed within its own program. The primary mission of the College is to conduct basic and applied research in ocean science. The College has 29 full-time ranked faculty, with support from research associates and assistants, professional administrative staff, support staff and technical staff, approximately 100 Graduate Students, and approximately $15 million per year in research funding. Partners include: United States Geological Survey, NOAA, Florida Fish and Wildlife Research Institute, Florida Institute of Oceanography, and other USF colleges and departments.
POSITION SUMMARY:
The Unit Research Administrator supports the research operations for the College of Marine Science. This position serves as an expert in research administration and is the liaison between Principal Investigators and USF Research & Innovation (USFRI) on the development, review, and administration of grants and contracts. The Unit Research Administrator supports researchers in the College by preparing budget projections, developing and monitoring materials for compliance analysis, coordinating proposal submission, and advising researchers concerning USFRIs review of proposals. The position supports all research activities within the college.
While this position is currently remote due to the MSL fire, it is expected to transition back to an in-person/hybrid schedule at our St. Petersburg campus before the end of the year.
Information for Applicants
To apply, please submit a cover letter and resume through the USF Careers website here.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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JOB RESPONSIBILITIES:
- Supports research administration operations for the College of Marine Science. Serves as the liaison between Principal Investigators and USF Research & Innovation on the development, review, administration, and compliance of grants and contracts for the College of Marine Science. Coordinates proposal submission and approval; monitors compliance concerns; and works with faculty regarding budget questions and resource commitments.
- Prepares budget projections, develops materials for compliance analysis, and advises researchers concerning the review of the proposals by Sponsored Research. Reviews award budget and expenditures (expenses, equipment, and salaries) for compliance with grant terms and unit guidelines. Submits budget and activity reports on active grants and keeps statistics on college research activities.
- Acts as liaison with fiscal office on setting up new accounts. May review expenditures on the grant on behalf of the college. May prepare financial statements.
- Participates in the preparation and delivery of research training materials to inform faculty and department staff of rules and roles in the College research enterprise.
- Generates PERTs (effort reports) on a quarterly basis
- Responsible for the set up of subcontracts on new or existing awards and set up of Purchase Orders (POs)
- Processing invoices for subawards
- Knowledge of USF’s research portal and other application portals for varying federal, state and private awards
- Collaborate with USFRI for award set up, including GBRs and subaccount set ups
- Monitoring of account activities
- Performs other duties as assigned, including but not limited to costing, purchasing, travel, and review and reconciliation of other College accounts
POSITION QUALIFICATIONS:
MINIMUM: This position requires a Bachelor's degree and 1 year of professional administrative experience; or a Master's degree. Progressively responsible related experience may substitute for the required education on a year for year basis.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.
PREFERRED: At least 5 years of experience working with grant development and/or sponsored research administration in a university or research setting. Work experience with USF research administration is preferred.
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.