Universities of Wisconsin · 1 month ago
Research Administrative Specialist
Menomonie, WI
Full-time, Contract
Hybrid
Entry, Mid Level
2+ years expThe Universities of Wisconsin is seeking a Research Administrative Specialist to provide comprehensive pre-award support to faculty, staff, and researchers. This role involves coordinating administrative, fiscal, and compliance components of external grant and contract proposal development, while also supporting internal funding programs and contributing to the university's research mission.
Higher Education
No H1B
Responsibilities
Collaborate with PIs to develop compliant, detailed budgets that align with sponsor funding guidelines, institutional guidelines, and Uniform Guidance
Provide expertise on allowable costs, indirect (F&A) rates, cost-share requirements, and budget justifications
Document the related cost share FDM’s or third-party certifications of match to be provided
Review Notices of Funding Opportunity (NOFOs) for institutional eligibility, budgetary restrictions, and compliance with sponsor policies
Review proposals and contractual documents to ensure adherence to institutional, state, and federal regulations, including Uniform Guidance (2 CFR 200)
Route proposals for institutional approval and submit via designated portals
Ensure all Financial Conflict of Interest disclosures, subrecipient risk assessments and questionnaires, and required training are complete prior to submission
Work collaboratively with Accounting Services (post-award) grant accounting office staff and department and college fiscal staff (business managers and program assistants) regarding grant budgets, submissions and awards
Maintain updated budget justification templates reflecting current salary, fringe, and indirect rate adjustments
Complete subaward risk assessments prior to proposal submissions, review sub-awardee’s proposal documents including project related narrative/scope of work and related budgets for compliance with all related polices, and make documents available to University Contracting office for the subaward document preparation
Identify and disseminate relevant external funding opportunities to faculty and staff
Review internal student research and professional development grant budgets for allowability and accuracy, & follow-up with contributors as necessary
Initiate and participate in grant award meetings
Process awarded projects through the respective portals - ensuring accurate setup and documentation
Assist with budget revisions and compliance verifications
Serve as a liaison with sponsors for post-submission correspondence
Liaise with relevant Business & Financial Services offices/staff for procurement, travel, and post award fiscal oversight
Track proposals and awards in the respective portals to ensure timely spending and completion of programmatic goals
Support extensions, modifications, and non-financial reporting requests as required
Participate in review and closeout of internal grant programs
Manage internal ORSP budgets, monitor expenditures and revenue, and provide fiscal reporting in coordination with the Business Manager
Oversee fiscal management of internal programs, including and not limited to the Chancellor’s Fund, Student Research Grants, Celene Frey Fund, and Faculty Research Initiative
Process budget transfers, reimbursements, and coordinate financial activities with the UW-Stout Foundation and university offices
Provide general administrative and fiscal support to ORSP (e.g., supply orders, PCard statements, surplus requests)
Maintain current knowledge of research administration regulations, including Uniform Guidance (2 CFR 200), sponsor-specific requirements, and university guidelines, policies, and processes
Communicate policy changes to faculty and staff and assist with implementing process improvements
Support the development and maintenance of standard operating procedures (SOPs), internal policy documentation, and ORSP website updates
Qualification
Required
Associate degree in accounting, business, finance, or related field
Two (2) years of experience in pre-award or sponsored projects administration that includes budget development, proposal submission, and financial review
Experience applying accounting principles and fiscal management practices within sponsored projects or higher-education settings
Knowledge of Uniform Guidance (2 CFR 200) and federal sponsor award criteria compliance
Excellent written, verbal, and interpersonal communication skills
Strong organizational skills and ability to manage multiple projects in a deadline-driven environment
High proficiency in Microsoft Excel and Microsoft Office Suite
Ability to interpret, apply, and communicate complex financial information to UW System and university administrators
Demonstrated ability to exercise sound judgment, maintain confidentiality, and work both independently and collaboratively
Preferred
Bachelor's degree in business administration, accounting, finance, public administration, or related field
Certified Pre-Award Research Administrator (CPRA), Certified Financial Research Administrator (CFRA), or other research administration credentials
Experience supporting faculty and academic staff in a higher education environment
Familiarity with research administration systems such as RAMP and sponsor platforms (e.g., Grants.gov, eRA Commons)
Benefits
Participation in the Wisconsin State retirement plan
Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
Company
Universities of Wisconsin
13 universities. 1 mission. To make Wisconsin...Future Ready. For All.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$7MKey Investors
Alfred P. Sloan Foundation
2019-01-01Grant· $7M
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