What are the responsibilities and job description for the Divisional Research Administrative Specialist position at University of Wisconsin–Madison?
Job Summary:
As Divisional Research Specialist, you will be responsible for general research admin support and serve as grant worktag manager for assigned units. Under the general direction of the Assistant Dean for Research Services and reporting to an Administrative Regional Team (ART)Manager you will review and approve Workday transactions that use grants in their assigned portfolio, assist the unit in managing the grant by providing financial reporting and guidance, assist with grant closeout and other post-award grant management activities. Your role will be focused on a blend of post-award, proposal preparation and submission, and/or award setup depending on the assigned unit. You will be expected to become a Workday subject matter expert, serve as a key point of contact between the ART and the unit(s) the position you serve. Before Workday implementation, which is anticipated in July 2025, you will learn Workday processes in order to best meet the needs of College of Letters and Science (L&S) departments.
L&S is the heart of UW-Madison and home to a tremendous breadth and depth of departments and degree-granting programs in the humanities; natural, physical, and mathematical sciences; social sciences; and the computing, data, and information sciences. We are looking for an agile and enthusiastic research administrator to help L&S transition to Workday.
Responsibilities:
Works directly with principal investigator(s) and/or research program director(s) to carry out research administrative functions related sponsored grants, agreements, or award management (proposal preparation through closeout).- 10% Serves as a liaison and expert resource for researchers regarding the interpretation of policy and procedure related to overall sponsored project management
- 25% Works collaboratively with researchers to prepare non-technical materials for proposals, drafting contracts or agreements for review, and/or advising award setup
- 25% Leads researchers in the preparation and/or maintenance documentation, financial management, and/or reporting requirements related to sponsored grants, contracts, or agreements
- 25% Maintains and monitors grants and contract budgets
- 15% Assures compliance with grant, contract or agreement requirements and determine whether objectives are being met
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
Education:
Preferred
Associate's Degree
Preferred focus in financial, project planning or related degree area
Qualifications:
- Experience interpreting and analyzing financial data and effectively communicate 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
- One year experience in a financial support role
Preferred:
- One year experience in research administration
- Experience working with systems such as: Enterprise Resource Planning (ERP)-like systems, like PeopleSoft or Workday, accounting systems like WISER, 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, governmental or other highly regulated setting
- 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
Work Type:
Full Time: 100%
This position may require some work to be performed in-person, onsite, at a designated campus work location with 2 to 3 days per week required in person on campus.. Some work may be performed remotely, at an offsite, non-campus work location. Fully remote may be possible for highly qualified candidates.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $56,112 ANNUAL (12 months)
Depending on Qualifications
The typical starting salary for this position is $57,000 - $80,000 depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.
Additional Information:
Successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment. University sponsorship is not available for this position
How to Apply:
Please click on the "Apply Now" button to start the application process.
Applications must be submitted by the deadline date. To apply, please upload a cover letter and resume. Please note your application materials may be used as a writing sample.
Selected applicants will receive an invitation to participate in virtual interviews (via Zoom) 7-10 days after the closing date. Those moving on to second round interviews will be invited to an in-person or Zoom interview at UW-Madison. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.
For questions on the position, contact: Stella Luong, stella.luong@wisc.edu
Contact:
Stella Luong
stella.luong@wisc.edu
608-262-9966
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Research Administrative Spec(SC029)
Department(s):
A48-COL OF LETTERS & SCIENCE/ADMINISTRATION/ADMIN
Employment Class:
Academic Staff-Renewable
Job Number:
311326-AS
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.
Salary : $56,112
