OSPA Associate Specialist - Research

Mayo Clinic•Rochester, MN

About The Position

The OSPA Associate Specialist role works in multiple internal and external research administration systems to identify, gather, and review Just-In-Time (JIT) or similar federal agencies requested documents ensuring there is compliance, which can include gathering and reviewing "Other Support" documentation for key personnel, validating IRB/IACUC approvals, and managing official institutional submissions through eRA Commons. Collaborates with the Principal Investigator (PI) and research study personnel while communicating requirements, deadlines, and processes. Another focus of the position is assisting with the proposal development process by providing essential editorial and technical support to the PI and research study personnel, by including but not limited to managing the non-budgetary components of grant submissions. May assist with coordinating the acquisition of grant documents, including but not limited to reviewing and verifying grant guidelines, performing copyediting, formatting, reference verification tasks, and managing final uploads within internal systems like MIRIS GnC or external funder sites, all while ensuring strict adherence to regulatory and institutional guidelines. Beyond submission support, the Specialist serves as a key administrative liaison, triaging NIH Notices of Award, managing site-specific official inboxes, and coordinating with team members to ensure seamless coverage of deadlines.

Requirements

An Associate's degree in business, management, healthcare or related program or 4 years' experience in business, research administration or grants.
Exceptional problem-solving skills
Critical thinking abilities
Strong interpersonal and communication skills (both oral and written)
Ability to effectively manage priority requests and strictly adhere to time-sensitive deadlines
Comfortable interacting with stakeholders at all levels, both internal and external to Mayo Clinic

Nice To Haves

Prefer one year of experience working in a regulated environment.
Mayo Clinic Quality Academy Bronze certification or comparable Quality or Lean methodology certification preferred.

Responsibilities

Identify, gather, and review Just-In-Time (JIT) or similar federal agencies requested documents ensuring there is compliance.
Gather and review "Other Support" documentation for key personnel.
Validate IRB/IACUC approvals.
Manage official institutional submissions through eRA Commons.
Collaborate with the Principal Investigator (PI) and research study personnel while communicating requirements, deadlines, and processes.
Assist with the proposal development process by providing essential editorial and technical support to the PI and research study personnel.
Manage the non-budgetary components of grant submissions.
Assist with coordinating the acquisition of grant documents.
Review and verify grant guidelines.
Perform copyediting, formatting, reference verification tasks.
Manage final uploads within internal systems like MIRIS GnC or external funder sites.
Triage NIH Notices of Award.
Manage site-specific official inboxes.
Coordinate with team members to ensure seamless coverage of deadlines.