Victoria Mothershed
Unit Research Administrator
Contact Information
Department of Chemistry
University of South Florida
4202 E. Fowler Avenue, CHE 205A
Tampa, FL 33620-5250
Office: (813) 974-9676, CHE 304A
Email: vmothers@cas.usf.edu
Education
B.A., Psychology, USF
Responsibilities
Victoria provides administrative support for department faculty through the full lifecycle of their research projects and grants including proposals, start-up, fiscal management and close-out. Her specific responsibilities include:
Research Proposal Development:
- Assists in the preparation of budgets for research proposals
- Critiques research applications for format and completeness
- Ensures proposal budgets are in compliance with the terms of the funding agency as well as University cost accounting standards
- Facilitates the preparation and submission of the University Internal Form
Research Award Start-ups:
Serves as a liaison between faculty and Sponsored Research
- Ensures that award notifications are submitted to Sponsored Research
- Assists in the development of underwrite budgets submitting required documentation and forms
- Prepares and submits documents and forms needed to establish new projects
- Grant Budget Release
- Requests for FAST Chartfields
- Requests for GEMS Combo Codes
- Workflow & Signature Authorization Forms
- Subaccount/Subcontract Establishment Forms
Research Award Management:
- Maintains records of all grant/project activity on the department share drive in the grant management folder
- Facilitates purchasing with project funds
- Coordinates travel arrangements associated with research projects
- Audits expenditures for compliance with grant terms and University cost accounting standards
- Prepares monthly budget reports comprised of actual spending, remaining spending authority and forecasts of spending on each project
- Escalates problems and issues when appropriate to the Manager of Fiscal and Business Administration and/or the Chair
- Submits budget transfers when needed ensuring compliance with grant terms and University cost accounting standards
- Submits expenditure transfers and payroll expenditure transfers when needed ensuring compliance with grant terms and University cost accounting standards
- Evaluates the biweekly RSA checks for payroll posting to grant funding sources notifying the payroll preparer of any needed adjustments and requesting any needed overrides through Research Financial Management.
- Verifies available budget and project end dates for appointments being requested on research projects
- Initiates tuition payment requests for graduate students supports on research funds
- Researches issues and budget errors associated with project funding providing faculty with viable solutions where possible
- Attends monthly CRAN meetings
- Assist in the preparation of required agency reporting
- Compose no-cost extension requests when appropriate
Research Award Close Outs:
- Informs faculty when their projects enter the last 90 days of funding
- Finalizes all unpaid bills
- Closes out open purchase orders
- Notifies payroll preparer of payroll distribution changes
- Verifies that final invoices have been received from all subcontractors
- Reconciles the final report prepared by Research Financial Management
