"Research Administrative Specialist"

Job Details

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Position Title: Research Administrative Specialist

Job Category: Academic Staff

Employment Type: Terminal (Fixed Term)

Job Profile: Research Administrative Spec

Job Duties

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.

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.
• Advanced proficiency with 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 / Required

• 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.

Highly Desired/Preferred

• 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

Responsibilities for the Research Admin Specialist include:

A. 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.

B. 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 required.
• Participate in review and closeout of internal grant programs.

C. 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).

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 and assist with 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 research, scholarship, industry collaboration, and other innovations. As Wisconsin's 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, January 18, 2026 are ensured full consideration. Applications submitted after January 18, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

• Cover letter (* See below)
• Curriculum vitae or 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 or supervisor, during the interview process.*

Please use your cover letter to speak to each of the Minimum/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.

ADDITIONAL INFORMATION

Competitive salary commensurate with 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.