Divisional Research Administrative Specialist

Universities of Wisconsin•Madison, WI

2d•$57,000 - $80,000•Onsite

About The Position

Join the College of Letters & Science (L&S) for an exciting role as a Divisional Research Administrative Specialist. You’ll have an opportunity to make a positive impact by being responsible for general research admin support and serving as grant worktag manager for your assigned unit, the Department of Physics supporting 56 faculty, engineers and technical specialists, graduate students and postdocs, among others. The research portfolio is currently more than $130M and includes a dynamic mix of foundation- and federally-funded research as well as industry collaboration. Join our friendly, supportive and dynamic team, to provide lifecycle research administration support faculty and staff investigators. The position works under the general direction of the Assistant Dean for Research Services, reports to an Administrative Regional Team (ART) Research Administrative Manager, and works closely with the Department of Physics faculty and Department Administrator. The main responsibilities include working closely with principal investigators and research staff to prepare, route, and submit funding proposals to sponsors, and then managing awards by monitoring expenditures, reconciling financials, and providing reporting for awarded funding. You will work with the UW Research and Sponsored Programs office and other schools/colleges to foster research collaborations, and ensure compliance with federal, state, agency, and university policies and procedures. You will be expected to become a Workday subject matter expert and to serve as a key point of contact between the ART and Physics. The role is perfect for professionals who are passionate about building effective relationships and applying equitable practices that foster a community of belonging, while supporting a diverse, high-impact research portfolio that contributes to scientific discovery. The research areas you will support range from some of the nation’s leading Quantum Centers, to a world-renowned High-Energy research program, to cutting-edge plasma fusion facilities, and to an expanding presence in AI research. Because of the in-person nature of the Physics faculty and staff, this position will require four days in the office each week.

Requirements

Experience interpreting and analyzing financial data and effectively communicating summarized results
Strong interpersonal, customer service and communication skills
Experience identifying and solving problems using sound judgement and discretion while applying and interpreting laws, rules, policies, and procedures
Excellent administrative and organizational skills prioritizing and delegating tasks, managing competing deadlines, and paying attention to detail
Experience working with complex, automated accounting systems and processes

Nice To Haves

One or more years of experience in research administration
Knowledge of and experience with University of Wisconsin policies and related research administration and financial management systems
Experience working with systems such as: Enterprise Resource Planning (ERP)-like systems, like PeopleSoft or Workday, accounting systems, proposal routing systems like RAMP, and sponsor systems like grants.gov or eRA Commons
Experience offering guidance, outreach and monitoring for compliance regarding complex research admin and/or fiscal policies in higher education, government or other highly regulated settings
Familiarity with Uniform Guidance, UW research administration policy, and sponsor guidance like the NIH Grants Policy Statement and NSF PAPPG; familiarity with reading and interpreting calls for proposal
Experience with improving processes and/or managing change

Responsibilities

Executes research administration operational policies and procedures including financial, administrative, staffing, and compliance on behalf of a unit
Maintains and monitors grants and contract budgets
Reviews and approves programmatic transactions spanning the life-cycle of sponsored projects to ensure compliance with institutional and/or sponsor policies and procedures
May identify funding opportunities and disseminate to principal investigators
Leads researchers in the preparation and/or maintenance documentation, financial management, and/or reporting requirements related to sponsored grants, contracts, or agreements
Provides training to faculty, staff, and/or administrators within the unit regarding policy, procedure, and/or execution of sponsored project administration
Works collaboratively with researchers to prepare non-technical materials for proposals, drafting contracts or agreements for review, and/or advising award setup
Serves as a liaison and expert resource for researchers regarding the interpretation of policy and procedure related to overall sponsored project management
Assures compliance with grant, contract or agreement requirements and determine whether objectives are being met