Divisional Research Administrative Specialist

Join the College of Letters & Science (L&S) for an exciting role as a Divisional Research Administrative Specialist. You'll have an opportunity to make a positive impact by being responsible for general research admin support and serving as grant worktag manager for your assigned unit, the Department of Physics supporting 56 faculty, engineers and technical specialists, graduate students and postdocs, among others. The research portfolio is currently more than $130M and includes a dynamic mix of foundation- and federally-funded research as well as industry collaboration. Join our friendly, supportive and dynamic team, to provide lifecycle research administration support faculty and staff investigators.

The position works under the general direction of the Assistant Dean for Research Services, reports to an Administrative Regional Team (ART) Research Administrative Manager, and works closely with the Department of Physics faculty and Department Administrator. The main responsibilities include working closely with principal investigators and research staff to prepare, route, and submit funding proposals to sponsors, and then managing awards by monitoring expenditures, reconciling financials, and providing reporting for awarded funding.

You will work with the UW Research and Sponsored Programs office and other schools/colleges to foster research collaborations, and ensure compliance with federal, state, agency, and university policies and procedures. You will be expected to become a Workday subject matter expert and to serve as a key point of contact between the ART and Physics. The role is perfect for professionals who are passionate about building effective relationships and applying equitable practices that foster a community of belonging, while supporting a diverse, high-impact research portfolio that contributes to scientific discovery. The research areas you will support range from some of the nation's leading Quantum Centers, to a world-renowned High-Energy research program, to cutting-edge plasma fusion facilities, and to an expanding presence in AI research.

Because of the in-person nature of the Physics faculty and staff, this position will require four days in the office each week.

• Executes research administration operational policies and procedures including financial, administrative, staffing, and compliance on behalf of a unit

• Maintains and monitors grants and contract budgets

• Reviews and approves programmatic transactions spanning the life-cycle of sponsored projects to ensure compliance with institutional and/or sponsor policies and procedures

• May identify funding opportunities and disseminate to principal investigators

• Leads researchers in the preparation and/or maintenance documentation, financial management, and/or reporting requirements related to sponsored grants, contracts, or agreements

• Provides training to faculty, staff, and/or administrators within the unit regarding policy, procedure, and/or execution of sponsored project administration

• Works collaboratively with researchers to prepare non-technical materials for proposals, drafting contracts or agreements for review, and/or advising award setup

• Serves as a liaison and expert resource for researchers regarding the interpretation of policy and procedure related to overall sponsored project management

• Assures compliance with grant, contract or agreement requirements and determine whether objectives are being met

College of Letters & Science, Research Administration

L&S is the heart of UW-Madison and home to a tremendous breadth and depth of departments and degree-granting programs in the social sciences; arts and humanities; natural, physical, and mathematical sciences; and computing, data, and information sciences.

The expected salary range for this position is $57,000 up to $80,000 for highly experienced candidates. Actual pay within this range will depend on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Please review the summary of benefits for more information.

• Experience interpreting and analyzing financial data and effectively communicating 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

• Experience working with complex, automated accounting systems and processes

• One or more years of experience in research administration

• Knowledge of and experience with University of Wisconsin policies and related research administration and financial management systems

• Experience working with systems such as: Enterprise Resource Planning (ERP)-like systems, like PeopleSoft or Workday, accounting systems, 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, government or other highly regulated settings

• 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

Associate Degree required

Bachelor degree or higher preferred

Click the "Apply" button to start the application process.

To be considered for this recruitment, you must upload:

• Resume

• Cover Letter

The materials should address your experience relating to the qualifications referenced above.

There is only one attachment field; please upload all application materials here. All listed application materials must be submitted for your application to be considered. Please submit only the materials specified; additional materials will not be reviewed.

Please note that 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.

Maria Antezana, maria.antezana@wisc.edu

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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