Grant Support Administrator - Research & Sponsored Programs - 14140

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ATTENTION:

The Office of Research and Sponsored Programs seeks a Grant Support Administrator.

JOB DETAILS:

The Associate Administrative Specialist (working title: Grant Support Administrator) works closely with the Director of the Office of Research and Sponsored Programs (ORSP) and ORSP staff (professional and student) to manage the office’s grants, contracts, business, and fiscal operations. This is a full-time (forty hours per week), position within standard office hours (7:45am to 4:30pm). Limited evening/weekend hours may be required.

This position requires an accounting background, the ability to juggle multiple tasks and projects, exercise considerable independent judgment, be attentive to detail, as well as a commitment to a client- centered approach to service delivery. The Grant Support Administrator must possess fiscal and data management skills as well as the ability to handle confidential information.

The Office of Research and Sponsored Programs’ services are focused on supporting the institution’s strategic priorities related to the teacher-scholar model and regional engagement. ORSP’s mission is to enhance the research productivity of the University; increase internal and external support of scholarly activity; promote and facilitate technology commercialization, entrepreneurship, intrapreneurship, and economic development; foster regional engagement; and celebrate the achievements of the campus community.

As an academic service and outreach unit, ORSP is committed to the academic excellence of the University. As such, the Office of Research and Sponsored Programs values:

• A broad definition of research and creative activity that includes the scholarship of discovery, the scholarship of learning, and the scholarship of engagement;
• The pursuit of knowledge in an environment that encourages free and open inquiry, academic achievement, innovation, scholarship, and creativity;
• The collaborative nature of research, outreach, and other types of regional engagement;
• The importance of research experiences for undergraduate and graduate students; and
• The celebration of academic achievement and entrepreneurial activity
• The ORSP vision is to contribute to University success by providing important services related to grants (both internal and external) and other sponsored projects, research and entrepreneurial activity, technology commercialization, compliance, and regional engagement. In addition, ORSP will create an environment that fosters professional development to better serve our constituents.

Under the supervision of the Director, the Grant Support Administrator will:

• Support ORSP grants and contracts
• Coordinate ORSP fiscal operations;
• Engage in professional development; and
• Complete other projects/assume other duties as assigned.
• Participate in following safety rules and regulations including necessary training and drills.

QUALIFICATIONS:

Minimum Qualifications

• Associates degree in accounting or finance and minimum of 3 years relevant work experience (accounting, finance, or related); OR minimum of 6 years relevant work experience (accounting, finance, or related).

Desired Qualifications

• Bachelor's degree in Accounting or applicable area is preferred. Applicants lacking credentials may be considered if significant, progressive, and relevant work experience can be demonstrated.

Knowledge, Skills & Abilities

• Basic accounting knowledge
• Ability to learn and gain knowledge of grants and contracts administration.
• Must be highly organized, able to manage multiple priorities at the same time, and able to meet strict deadlines.
• Possess experience working with and analyzing large quantities of varying and complex data.
• Ability to interpret complex policies, rules, and regulations.
• Knowledge of campus, System, state, and federal travel policies, procedures, and best practices.
• Possess strong analytical and critical thinking skills.
• Knowledge of proper business/technical writing techniques and standards.
• Experience in use of Microsoft word processing, spreadsheet, and database software programs (i.e., Word, Excel, Outlook, and Access).
• Efficient with composing business correspondence such as email, memos, and letters.
• Candidates must have experience and be able to work with a diverse population.

RESPONSIBILITIES:

51%   A. Support ORSP’s grants and contracts

1. In consultation with the Grant Officers, perform professional extramural support applications duties necessary to apply for and administer funding from all levels of the Federal government, governmental agencies at the State and local level, for-profit and not-for-profit organizations and individual donors.
2. Develop grant/contract budget categories in accordance with rules/regulations to prepare multi-year budgets for submission to: Federal, state and local government agencies; for-profit and not-for-profit organizations; and, private donors. Ensure regulations such as applicable direct and indirect costs, subcontracts, travel, and fringe benefit rates are followed.
3. Collaborate with the Director and/or other ORSP staff to manage other grants and contracts.
4. Provide funding and other analysis reports for research/grant topics as assigned by the Director and/or clients.
5. Review WiSDM (ledger) monthly (with Grant Officers) and upon expiration of the grant or contract, and work with Financial Services to make adjustments as may be necessary to assure that the account is cleared of any expenses not applicable to the award. Such adjustments may include transferring items of expense not allowable under that particular grant or contract, and transferring overdrafts to other permissible fund sources.
6. Provide support to the Director to complete programmatic close-out of awards and submit project/technical reports.
7. Assist Grant Officers with oversight of relevant internal grant programs/fellowships. Including applicant eligibility, appropriate expenditure controls and report submission.
8. Coordinate outreach efforts of ORSP staff throughout the campus, such as office hours with other buildings, Research Day, etc.
9. Develop/manage marketing materials for the ORSP office: list serves, newsletters, flyers, etc.
10. Establish and maintain current and future documentation on UW-Whitewater intramural grant program budgets/allocations on a Fiscal Year basis to be used by the Office of Research and Sponsored Programs Director for project/program changes and/or budget-related changes.

34%   B. Coordinate the day-to-day fiscal operations of the Office of Research and Sponsored Programs

1. Manage office purchasing of goods and services using the office procurement cards. Audit use of procurement cards through the use of procurement card logs and monthly service and supply logs.
2. Process ORSP expenditures. Know/learn and understand/apply campus, System, state, and federal fiscal operations best practices, requirements, data management standards, and other related best practices and processes.
3. Coordinate compliance for ORSP staff/Director in terms of relevant policies and procedures. (e.g., System, state, and federal travel best practices, requirements, data management standards, and other related best practices and processes).
4. Help develop office budget with the Director based upon previous years and forecasted needs including, but not limited to, staffing, fringe, supplies and blanket purchase orders.
5. Establish and maintain current and future documentation on ORSP projects’ Fiscal Year basis to be used by the Office of Research and Sponsored Programs Director for project/program changes and/or budget-related changes. Provide decision-making support data for budget projections and strategies for future applications.
6. Review critical data and analyze the ORSP’s allocation and grant budgets for salaries, fringe benefits, supplies and services, and fiscal requests. Perform cost and financial analysis along with the Director to determine the financial position of ORSP.
7. Write/revise/develop/implement ORSP fiscal/HR policies, procedures, systems, etc. Ensure implementation of changes to comply with existing state, System, campus, federal fiscal/HR policies and procedures.
8. Manage ORSP office equipment, technology/hardware, and or/software.

10%   C. Complete other projects/assume other duties as assigned

1. Coordinate independent projects or special assignments as assigned.
2. Participate in meetings. Complete or follow up on any action items assigned.
3. Perform other duties/complete other projects as assigned by Director.

5%   D. Engage in professional development/apply knowledge gained to performance of key duties

1. Participate in accounting, fiscal management, business, technology, and/or research administration training to meet annual professional development objectives.
2. Study training manuals and other documentation to learn advanced office and web tools used by this position, as well as relevant research administration policies and procedures.

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-W is situated on 400 acres of land and has an annual budget of more than $219 million. UW-W is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: http://www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-W is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin - Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-W Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by April 23, 2018 are ensure full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position please contact:

Noelle Wilharm
Grant Officer
wilharmn@uww.edu
262-472-5219

TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Cover Letter
• 3 professional references with contact information

This Job ID is 14140.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants

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