Office Associate: Office of Research and Sponsored Programs
About The Position
The Office Associate provides administrative support to the Office of Research and Sponsored Programs (ORSP) and serves as a central resource for office operations, records management, communications, internal funding administration, and event coordination. The position supports compliance tracking, internal grant administration, research-related communications, and institutional research initiatives while ensuring accurate records, efficient workflows, and high-quality customer service. This position contributes to institutional audit readiness by maintaining records, monitoring administrative deadlines, supporting compliance-related communications, and assisting with documentation management. The Office Associate also assumes responsibility for administration of internal funding strings, budget transfers, and award reconciliations.
Requirements
- High School Diploma
- Administrative support experience in an office environment.
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Office applications.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
Nice To Haves
- Associate degree
- Experience in higher education administration.
- Experience with records management, financial processing, or compliance documentation.
- Experience coordinating events, trainings, or communications.
- Familiarity with SharePoint, database systems, or electronic records management.
Responsibilities
- Maintain compliance, and reporting records within ORSP internal SharePoint systems and electronic filing structures.
- Organize and maintain HURON RAMP records, SharePoint repositories, and historical grant files.
- Assist with quarterly compliance audits by gathering documentation and preparing reports.
- Track sponsor reporting deadlines and distribute reminder notifications to project personnel.
- Maintain office dashboards, tracking spreadsheets, and reporting systems.
- Ensure records are organized, accurate, and readily accessible.
- Establish funding strings for internal research and scholarship awards.
- Process internal budget transfers and funding adjustments.
- Coordinate award reconciliations and spend-down activities for internal awards.
- Maintain records for Chancellor's Fund, Faculty Research Initiative, Student Research Grants, Celene Frey Fund, and other internal funding programs.
- Prepare and distribute award and declination notifications using standardized templates under the supervision/direction of the Research Program Coordinator.
- Serve as the primary administrative contact for internal funding processes.
- Develop and distribute newsletters, funding announcements, and compliance reminders.
- Coordinate logistics for workshops, compliance trainings, Opening Week sessions, and New Faculty Development programs.
- Manage registrations, attendance records, and evaluation data.
- Maintain ORSP website content and marketing materials.
- Assist with preparation of annual reports and ORSP communications.
- Coordinate registration, communications, volunteers, and event materials for Research Day and other ORSP-sponsored events.
- Assist with event planning and implementation logistics.
- Support expansion of Research Day as a campus-wide showcase of scholarship and creative activity.
- Collect participation and assessment data for reporting purposes.
- Provide front-line customer service to faculty, staff, students, and external partners.
- Schedule meetings and coordinate office activities.
- Assist with special projects and operational initiatives.
Benefits
- Participation in the Wisconsin State retirement plan
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
