Sponsored Programs Research Compliance Administrative Assistant, Part-Time

Essential Functions:

Conduct Visual Compliance screenings for employees faculty students and external partners to ensure institutional compliance with federal requirements. This includes reviewing individuals and entities against restricted parties and denied/debarred lists assessing potential matches documenting screening results and escalating confirmed or potential risks for further review.

Conduct a weekly reconciliation of the batch list against grant records to ensure completeness and accuracy. For each document on the list verify its indexing status and notify the manager of any items that can be removed from or require updates to the tracking list.

Supports Foreign Interaction and Financial Conflict of Interest (FCOI) Committee processes by retrieving and compiling relevant proposals and award documentation associated with disclosed interests for committee member review.

Supports compliance with sponsor and institutional records retention requirements by identifying organizing and systematically disposing of records that have met their required retention period. This function includes applying retention schedules coordinating appropriate destruction of outdated files and ensuring only required documentation is retained for audit and compliance purposes.

Leads creation updates and enhancements to institutional forms including revising fillable PDFs to improve usability clarity and compliance with evolving requirements. This includes restructuring form fields standardizing formatting incorporating validation logic where applicable and ensuring forms align with current policies and workflow needs.

Provides limited operational support for various administrative functions including coverage during high-volume periods staff absences or vacations. This included initial cross-training efforts to establish backup capacity and the position continues to serve in a secondary/backup role as needed. Responsibilities under this support function include assisting with file movement for indexing and maintaining Journal Voucher logging to ensure continuity of operations.

Provides project support to the Assistant Vice President Senior Directors and Associate Directors as needed.

Other duties as assigned.

Experience: Entry level (less than a year of job-related experience).

Less than one year of related work experience required; relevant internships academic administrative compliance records management data management or office experience may be considered.

Experience with Banner or other enterprise resource planning (ERP) systems preferred.

Experience with restricted-party screening systems such as Visual Compliance preferred.

Experience with Microsoft Office and Adobe Acrobat including creating or modifying fillable PDF forms.

Experience handling confidential records and regulatory documentation.

Experience with records retention document management data reconciliation or administrative tracking systems.

Experience supporting committees projects or senior-level administrators preferred.

Knowledge Skills and Abilities:

Less than one year of related work experience required; relevant internships academic administrative compliance records management data management or office experience may be considered.

Experience in higher education research administration sponsored programs government or compliance environments preferred.

Experience with Banner or other enterprise resource planning (ERP) systems preferred.

Experience with restricted-party screening systems such as Visual Compliance preferred.

Experience with Microsoft Office and Adobe Acrobat including creating or modifying fillable PDF forms.

Experience handling confidential records and regulatory documentation.

Experience with records retention document management data reconciliation or administrative tracking systems.

Experience supporting committees projects or senior-level administrators preferred.