Office Associate: Office of Research and Sponsored Programs

University of Wisconsin Stout • Menomonie, WI

5d • Onsite

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.
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Prepares and audits complex records, edits documents, and reviews work done by others
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

Benefits

• Participation in the Wisconsin State retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED