Grant Financial Administrator II, CUTR

The individual selected for this position will be responsible for reviewing project proposals, evaluating sub-agreement scopes of work with sub-recipients, and supporting the financial administration and management of awards issued to USF’s Center for Urban Transportation Research (CUTR) by federal, state, local, and private industry sponsors. A key component of this role is the oversight of U.S. Department of Transportation (USDOT)–funded research projects and their associated sub-awards, ensuring full regulatory, statutory, and contractual compliance.
This position will play a critical role in monitoring project performance, tracking deliverables, and ensuring adherence to the terms, conditions, and scopes of work outlined in each award. The incumbent will also be heavily involved in preparing and coordinating progress reports for sponsors, as well as identifying, documenting, and monitoring any cost-share or match requirements associated with federal grants and cooperative agreements. Close coordination with CUTR faculty, the USF College of Engineering, and Sponsored Research will be essential. The individual in this role must be able to interpret sponsor guidelines, communicate financial and administrative requirements, and provide proactive support to ensure CUTR’s research activities remain compliant and meet all required deadlines. This position will be involved in both pre- and post-award activities as noted below.

Pre‑Award Support (15%)

•             Supports the development of federal proposals, including University Transportation Centers and other U.S. Department of Transportation programs.

•             Facilitates the proposal submission process by ensuring all components meet sponsor and university requirements, including verifying required documents and compliance with federal regulations such as OMB Uniform Guidance.

•             Assists with budget development and the creation of initial cost‑sharing plans.

•             Reviews contract terms and conditions to ensure reporting timelines, deliverables, and compliance requirements are clearly communicated at project initiation.

•             Establishes appropriate record‑keeping controls to maintain the University’s official sponsored project records, as well as CUTR’s internal financial documentation within UKG, Emburse, and other center‑specific platforms.

 

Post‑Award Administration (35%)

•             Manages the financial administration of grants and awards, including large, multi‑year federal projects.

•             Accurately establishes grant budgets—including cost sharing—and ensures all sponsor‑required documentation is communicated to PIs and project staff.

•             Creates and maintains cost‑sharing budgets and expenditure plans in university and CUTR systems; assists with budget modifications as needed.

•             Conducts subrecipient risk assessments and ongoing monitoring to ensure compliance with applicable regulations, policies, and match requirements.

•             Reviews subrecipient and consultant invoices for accuracy and compliance.

•             Serves as a liaison between CUTR faculty, PIs, sponsoring agencies, Sponsored Research, and other university offices to resolve financial or budgetary issues.

•             Acts as the primary financial point of contact between CUTR and central USF departments, including the Controller’s Office and Sponsored Research.

 

Compliance and Reporting (30%)

•             Monitors expenditures and performs monthly reconciliations to ensure all project charges comply with USF policies and federal and state guidelines.

•             Ensures adherence to OMB Uniform Guidance and other sponsor‑specific regulations.

•             Assists with effort reporting and prepares financial and final reports required for grant closeout.

•             Provides technical support to sub-awardees, subgrantees, and consultants to ensure accurate and compliant billing to sponsors.

•             Generates required budget and financial reports, including quarterly or other periodic submissions mandated by the sponsoring agency.

•             Reviews and verifies payroll and non‑payroll expenditure transfers, budget transfers, tuition charges, extra compensation, and other financial transactions; evaluates their impact on effort reporting and cost‑sharing commitments.

•             Oversees overall financial management of assigned projects to ensure expenditures align with awarded contract terms and university policies.

•             Provides financial data, projections, and budgetary reports to PIs and project staff to support informed decision‑making.

•             Analyzes grant budget activity and prepares responses to sponsor or auditor inquiries based on a thorough review of accounting transactions, contract terms, federal/state/university guidance, and discussions with faculty and staff.

•             Serves as a central resource for policy interpretation, advising CUTR faculty on allowable costs and required administrative procedures.

 

Payroll Processing and Fiscal Oversight (15%)

•             Supports the collection and review of biweekly timesheets and monitors pay distribution to ensure payroll charges to projects are accurate and compliant.

•             Monitors grant‑related purchasing, travel, and payroll activity; processes salary and non‑salary cost transfers as needed.

•             Processes student tuition waivers associated with sponsored projects.

•             Reviews and approves expenditure transfers and override requests.

•             Reviews project financials during closeout to ensure all funds have been received, expenditures match reported amounts, and all university and sponsor requirements have been met.

5% Performs other duties as assigned to support CUTR’s fiscal and research administration operations.

Minimum Qualifications:
* The position requires a Bachelor’s degree and 2 years of research administration or other professional administrative experience directly related to the position; or a Master’s degree.

* 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 Qualifications:
* 5 years of related experience to managing grants and contracts
* Demonstrated experience with Federal Acquisition Regulations (FAR), USDOT contracts, and OMB circulars

This job is subject to Foreign Influence Screening: During the 2021 Florida legislative session, House Bill 7017 ("HB 7017") was passed and later signed into law by Governor DeSantis. The new law modifies a variety of Florida Statutes to address concerns regarding improper foreign influence. With regard to employment at major research institutions like the University of South Florida, the new law requires thorough review of certain applicants for positions involving research.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF 

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, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. 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 $738 million in research funding in 2024 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 more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws: 

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.  This job description does not constitute an employment contract.