Administrative Specialist, Grants
Florida Polytechnic University, Lakeland, FL, United States
Job Title
Administrative Specialist, Grants
Job Description Summary
This position reports to the Director of Grants Administration and supports pre‑ and post‑award grant activities. Responsibilities include managing fiscal components of projects, creating purchase orders, handling invoicing, monitoring grant budget records, addressing vendor relationships, providing technical assistance with the university’s Enterprise system, and maintaining compliance with grant administration policies and regulations.
Responsibilities
Provide advanced administrative support to the department, including faculty management, report creation, and initiative tracking.
Routine monitoring of grant budget records and expenditures for active projects.
Resolve Enterprise system tasks such as reconciling expenses and purchase orders.
Provide technical assistance to faculty on the university’s Enterprise system as needed.
Maintain vendor relationships, serve as a purchasing agent, and manage expenses charged to employee‑issued P‑Card in accordance with university policy.
Assist in coordinating administrative processes, including contract review, equipment orders, service agreements, and supplier quotes.
Monitor tracking systems to streamline purchasing timelines.
Maintain division operations by managing office logistics, coordinating meetings and projects, and supporting event planning efforts.
Provide ongoing guidance to staff on fiscal procedures, procurement protocols, and administrative workflows.
Act as department liaison to Finance, Procurement, HR, and IT.
Submit purchase and/or requisition requests on behalf of PIs following internal policies and procedures.
Monitor the department’s general email inbox to address and respond to inquiries.
Work with colleagues to troubleshoot and resolve grant‑related issues.
Communicate regularly with faculty and staff and provide high‑quality customer service.
Generate and send grant invoices to seek payment from the sponsor.
Monitor monthly invoices to ensure sponsors make payments in accordance with the research/award agreement.
Submit and monitor grant‑funded student worker and graduate assistant positions.
Perform other related duties as assigned to support the Grants Administration Department.
Minimum Qualifications
Bachelor’s degree in accounting, finance, business administration, or a related field.
Two (2) years of experience in accounts receivable and customer service.
Two (2) years of supervisory experience.
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Preferred Qualifications
Bachelor’s degree and two years of relevant experience.
Knowledge of OMB Uniform Grant Guidance (UGG) compliance requirements.
Knowledge of Workday ERP system.
Prior grant‑related experience that includes fiscal monitoring of projects.
Knowledge, Skills, and Abilities (KSAs)
Familiarity with managing budget and/or payroll or invoice functions and transactions.
Prior experience procuring goods and services via purchase orders and requisitions.
Excellent written and verbal communication skills.
Manage multiple projects and deadlines simultaneously, ensuring compliance with internal and external guidelines while managing time effectively.
Demonstrates client service experience that requires a very high level of diplomacy and professionalism.
Excellent communication skills with the ability to effectively convey information in a clear and understandable manner.
Required Licenses, Certifications, and Other Specific Requirements of Law
Must possess a valid driver’s license.
This position requires a criminal background check.
This position is subject to federal and state privacy regulations.
Normal Work Schedule
This position is non‑exempt/salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m. Occasional overtime (weekends and evenings) may be required.
Target Hiring Salary
$50,200 – $53,000, commensurate with experience.
Location / Work Model
Full‑time / On‑site
Application Deadline Date
The position may be open for 14 days with a minimum of 7 days; the review of applications will commence immediately.
Equity, Diversity, and Inclusion Statement
Florida Polytechnic University is an equal‑opportunity/equal‑access institution. The Board of Trustees provides equal opportunity for employment and educational opportunities to all, without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status, or genetic information.
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Administrative Specialist, Grants
Job Description Summary
This position reports to the Director of Grants Administration and supports pre‑ and post‑award grant activities. Responsibilities include managing fiscal components of projects, creating purchase orders, handling invoicing, monitoring grant budget records, addressing vendor relationships, providing technical assistance with the university’s Enterprise system, and maintaining compliance with grant administration policies and regulations.
Responsibilities
Provide advanced administrative support to the department, including faculty management, report creation, and initiative tracking.
Routine monitoring of grant budget records and expenditures for active projects.
Resolve Enterprise system tasks such as reconciling expenses and purchase orders.
Provide technical assistance to faculty on the university’s Enterprise system as needed.
Maintain vendor relationships, serve as a purchasing agent, and manage expenses charged to employee‑issued P‑Card in accordance with university policy.
Assist in coordinating administrative processes, including contract review, equipment orders, service agreements, and supplier quotes.
Monitor tracking systems to streamline purchasing timelines.
Maintain division operations by managing office logistics, coordinating meetings and projects, and supporting event planning efforts.
Provide ongoing guidance to staff on fiscal procedures, procurement protocols, and administrative workflows.
Act as department liaison to Finance, Procurement, HR, and IT.
Submit purchase and/or requisition requests on behalf of PIs following internal policies and procedures.
Monitor the department’s general email inbox to address and respond to inquiries.
Work with colleagues to troubleshoot and resolve grant‑related issues.
Communicate regularly with faculty and staff and provide high‑quality customer service.
Generate and send grant invoices to seek payment from the sponsor.
Monitor monthly invoices to ensure sponsors make payments in accordance with the research/award agreement.
Submit and monitor grant‑funded student worker and graduate assistant positions.
Perform other related duties as assigned to support the Grants Administration Department.
Minimum Qualifications
Bachelor’s degree in accounting, finance, business administration, or a related field.
Two (2) years of experience in accounts receivable and customer service.
Two (2) years of supervisory experience.
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Preferred Qualifications
Bachelor’s degree and two years of relevant experience.
Knowledge of OMB Uniform Grant Guidance (UGG) compliance requirements.
Knowledge of Workday ERP system.
Prior grant‑related experience that includes fiscal monitoring of projects.
Knowledge, Skills, and Abilities (KSAs)
Familiarity with managing budget and/or payroll or invoice functions and transactions.
Prior experience procuring goods and services via purchase orders and requisitions.
Excellent written and verbal communication skills.
Manage multiple projects and deadlines simultaneously, ensuring compliance with internal and external guidelines while managing time effectively.
Demonstrates client service experience that requires a very high level of diplomacy and professionalism.
Excellent communication skills with the ability to effectively convey information in a clear and understandable manner.
Required Licenses, Certifications, and Other Specific Requirements of Law
Must possess a valid driver’s license.
This position requires a criminal background check.
This position is subject to federal and state privacy regulations.
Normal Work Schedule
This position is non‑exempt/salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m. – 5:00 p.m. Occasional overtime (weekends and evenings) may be required.
Target Hiring Salary
$50,200 – $53,000, commensurate with experience.
Location / Work Model
Full‑time / On‑site
Application Deadline Date
The position may be open for 14 days with a minimum of 7 days; the review of applications will commence immediately.
Equity, Diversity, and Inclusion Statement
Florida Polytechnic University is an equal‑opportunity/equal‑access institution. The Board of Trustees provides equal opportunity for employment and educational opportunities to all, without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status, or genetic information.
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