Office Manager - Research & Sponsored Programs - 15849 - EXTENDED DEADLINE

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ATTENTION:

The Office of Research & Sponsored Programs at the University of Wisconsin-Whitewater seeks an Office Manager (Admin Specialist).

JOB DETAILS:

The Associate Administrative Specialist (working title: Office Manager) works closely with the Director of the Office of Research and Sponsored Programs (ORSP) and ORSP staff (professional and student) to assist with managing the office’s grants, contracts, business, and fiscal operations.

QUALIFICATIONS:

Minimum Qualifications:

• Six years’ related work experience (financial) OR an Associate’s degree in accounting or related field and three years’ related work experience (administrative)

Desired Qualifications:

• Bachelor's degree in applicable area

Knowledge, Skills and Abilities:

• Basic accounting knowledge
• Ability to learn and gain knowledge of grants and contracts administration
• 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
• Possess fiscal and data management skills as well as the ability to handle confidential information
• 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, UW System, state, and federal travel policies, procedures, and best practices
• Possess strong analytical, critical thinking, and communication 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
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

RESPONSIBILITIES:

51% 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. Collaborate with the Director and/or other ORSP staff to manage other grants and contracts.
3. Provide funding and other analysis reports for research/grant topics as assigned by the Director and/or clients.
4. 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.
5. Provide support to the Director to complete programmatic close-out of awards and submit project/technical reports.
6. Assist Grant Officers with oversight of relevant internal grant programs/fellowships. Including applicant eligibility, appropriate expenditure controls and report submission.
7. Coordinate outreach efforts of ORSP staff throughout the campus, such as office hours with other buildings, departmental meeting and planning events such as the Research Services Fair.
8. Develop/manage marketing materials for the ORSP office: list serves, newsletters, flyers, etc.
9. 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% Coordinate the day-to-day 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. 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.
5. 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.
6. Write/revise/develop/implement ORSP fiscal/HR policies, procedures, systems, etc. Ensure implementation of changes to comply with existing state, UW System, campus, federal fiscal/HR policies and procedures.
7. Manage ORSP office equipment, technology/hardware, and or/software.

10% 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% 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:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater 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. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater 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).

Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

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-Whitewater 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.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

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).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications will be reviewied starting October 11, 2019 and this position will remain open until filled. 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 unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.

For questions regarding this position, please contact:

Becky Mueller
Grant Officer
muellerr@uww.edu
(262) 472-1049

TO APPLY:

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

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 15849

Who Are You?

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