Research Administrative Specialist

University of Wisconsin Stout • Menomonie, WI

1d

About The Position

Reporting to the Director of the Office of Research and Sponsored Programs (ORSP), the Research Administrative Specialist provides comprehensive pre-award support to faculty, staff, and researchers across campus by coordinating all administrative, fiscal, and compliance components of external grant and contract proposal development. The Specialist serves as a key institutional resource for interpreting sponsor requirements, developing accurate and competitive budgets, ensuring alignment with federal and institutional policies, and guiding proposals through internal approval and submission processes. In addition, the position collaborates closely with post-award, Business & Financial Services, and academic units to ensure a seamless transition from proposal to award, while also supporting internal funding programs and contributing to ORSP’s administrative and budget operations. This role plays a vital part in advancing UW-Stout’s research mission by helping faculty and staff pursue funding that strengthens innovation, scholarship, and student opportunities.

Requirements

• 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.

Nice To Haves

• 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).

Responsibilities

• PRE-AWARD ADMINISTRATION (55%) 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.
• POST-AWARD LIAISON & TRANSITION (20%) 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 . Participate in review and closeout of internal grant programs.
• ORSP BUDGET AND ADMINISTRATIVE SUPPORT (20%) 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).
• COMPLIANCE AND POLICY DEVELOPMENT (5%) 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.

Benefits

• The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees