Research Administrative Specialist

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 developingaccurateand competitive budgets ensuring alignment with federal and institutional policies and guiding proposals through internal approval and submission 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 ORSPs administrative and budget operations. This role plays a vital part in advancing UW-Stouts research mission by helping faculty and staff pursue funding that strengthens innovation scholarship and student opportunities.

KNOWLEDGE SKILLS AND ABILITIES

• Strong understanding of pre-award and sponsored project administration including proposal routing and budget development.

• Working knowledge of Uniform Guidance (2 CFR 200) federal sponsor regulations research compliance requirements and university guidelines policies and processes.

• Demonstrated ability to interpret and apply financial and regulatory information accurately.

• Excellent written verbal and interpersonal communication skills.

• Advancedproficiencywith Microsoft Excel and Microsoft Office Suite.

• Ability to manage multiple priorities in a fast-paced deadline-driven environment.

• Strong attention to detail and organizational skills.

• Ability to work independently and collaboratively with diverse teams.

• Commitment to confidentiality accuracy and professionalism.

QUALIFICATIONS

Minimum /

• 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.

• Highproficiencyin 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 judgmentmaintainconfidentiality and work both independently and collaboratively.

Highly Desired/Preferred

• Bachelors 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. eRACommons).

RESPONSIBILITIES

Responsibilities for theResearch Admin Specialistinclude:

A. PRE-AWARD ADMINISTRATION (55%)

• Collaborate with PIs to develop compliant detailed budgets that align with sponsor funding guidelines institutional guidelines and Uniform Guidance.

• Provideexpertiseonallowable costs indirect (F&A) rates cost-share requirements and budget justifications.

• Document the related cost share FDMs 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 andsubmitvia 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 officestaff and departmentand college fiscal staff (business managers and program assistants)regardinggrant budgetssubmissionsand awards.

• Maintainupdated budget justification templates reflecting current salary fringe and indirect rate adjustments

• Complete subaward risk assessments prior to proposal submissions review sub-awardees 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.

• Identifyanddisseminaterelevant external funding opportunitiestofaculty and staff.

• Review internal student research and professional development grant budgets for allowability and accuracy & follow-up withcontributorsas necessary.

B. POST-AWARD LIAISON & TRANSITION (20%)

• Initiate andparticipatein grant award meetings.

• Process awarded projects through the respective portals - ensuringaccuratesetup and documentation.

• Assistwith 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 ensuretimelyspending and completion of programmatic goals.

• Support extensions modifications and non-financial reporting requests as.

• Participate in review and closeout of internal grant programs.

C. ORSP BUDGET AND ADMINISTRATIVE SUPPORT (20%)

• Manage internal ORSP budgetsmonitorexpendituresand revenue and provide fiscal reporting in coordination with the Business Manager.

• Oversee fiscal management of internal programs including and not limited to the Chancellors Fund Student Research Grants Celene Frey Fund and Faculty Research Initiative.

• Processbudgettransfers reimbursements and coordinate financial activities with the UW-Stout Foundation and university offices.

• Provide general administrative and fiscal support to ORSP (e.g. supply ordersPCardstatements surplus requests).

D. 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 andassistwith implementing process improvements.

• Support the development and maintenance of standard operating procedures (SOPs) internal policy documentation and ORSP website updates.

DEPARTMENT INFORMATION

The Office of Research and Sponsored Programs (ORSP) at Stout University plays a crucial role in fostering a research-driven culture. Their mission is to support the university community in securing funds for researchscholarship industry collaboration and other innovations. As Wisconsins only polytechnic university ORSP aims to empower the community to obtain and manage funding that drives transformative research education and community engagement.

ORSP provides support to faculty staff and students in their research efforts guiding them through the Pre-Award funding process and answering questions about funding and scholarship opportunities.

APPLICATION INSTRUCTIONS

Complete applications received by end of day January182026are ensured full consideration. Applicationssubmittedafter January182026may be reviewed at the discretion of the search committee or until position is filled.

To apply click on the APPLY button or go to: application materials:

Cover letter (*See below)

Curriculum vitaeor resume

All final candidates will be asked to provide names email contact information and/or phone numbers for three (3) references with at least one being from a manager orsupervisorduring the interview process.

*Please use your cover letter to speak to each of theMinimum/Required Qualifications for this position as listed above. For each required qualification describe your relevant experience using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you needassistanceor accommodation in applying because of a disability please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individuals disability.

For questionsregardingthis position or recruitment please contact:

Search Chair:Angie Ruppe Interim Director ofthe Office of Research and Sponsored Programs

Email:

If you needassistancewith the online application process or if yousubmittedyour application prior touploadingall therequiredapplication materials please contact:

Search Coordinator:Roberta White

Email:whitero@

ADDITIONAL INFORMATION

Competitive salarycommensuratewith qualifications and experience.

Employment is contingent upon federal funding of the Student Support Services grants.

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant willbe responsible forensuring eligibility for employment in the United States on or before the effective date of the appointment and formaintainingwork authorization throughout the employment term. If you have questionsregardingthis please contact our Human Resources office Phone: 715.232.2149