University Grants and Contracts Specialists

Cert #: 4279

Posting Date: October 10, 2013

There is a University Grants & Contracts Specialist Project vacancy in the Office of Research & Sponsored Programs (ORSP). The work schedule for this full-time, year-round position is Monday through Friday, 7:45 a.m. – 4:30 p.m.

The salary for this position is between $17.072 and $28.169 hourly ($35,646-$58,817 annualized) based on experience and available budget.

Interested candidates should submit a resume and three (3) supervisory references to Stephanie Hartmann, HR&D, 800 W. Main St., Hyer 330, Whitewater, WI 53190; email hartmans@uww.edu; or fax 262-472-5668.


The University Grants and Contracts Specialist (working title: Budget/Grants Specialist) 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 (budget and human resources). 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 a strong 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 Budget/Grants Specialist must possess exemplary 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 Budget/Grants Specialist will:
•Manage/support ORSP’s grants and contracts;
•Coordinate ORSP fiscal operations;
•Engage in professional development; and
•Complete other projects/assume other duties as assigned.


51% Manage/support ORSP’s grants and contracts
1. Develop grant/contract budgets in accordance with ORSP staff /principal investigator/office needs, customizing formats in accordance with agency and/or University guidelines.
2. In consultation with the e-Grants Manager, 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.
3. 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.
4. Collaborate with the Outreach Program Manager and Director to manage the federally-funded State of Ingenuity grant and match (approximately $10 million) accounting and reporting in compliance with award terms and conditions. Develop and administer information and education activities related to fiscal compliance.
5. Monitor ORSP grant scope of work and communicate strategy recommendations as/if appropriate for course corrections to ensure goals and objectives are met. 
6. Collaborate with the Director and/or other ORSP staff to manage other grants and contracts.
7. Provide support to the Director to ensure compliance with the specific terms and conditions of each award as stated in the grant or contract documents and with all administrative requirements, as set forth in various sponsoring agency and UW-Whitewater, WiSys, University of Wisconsin System, and/or State of Wisconsin policy statements, concerning issues such as publication, patents, proprietary data, human subjects, animal subjects, computing equipment, recombinant DNA, or regulated substances.
8. Provide funding and other analysis reports for research/grant topics as assigned by the Director and/or clients.
9. Maintain budgetary control through the use of appropriate bookkeeping and cost control systems and monthly reconciliation. Maintain Office/Director records of expenditures for grant and contract funded projects.
10. Review WiSDM (ledger) monthly (with Director) 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.
11. Provide support to Director to complete programmatic close-out of awards and submit project/technical reports.
12. Assist Director with fiscal oversight of relevant internal grant programs/fellowships.
13. 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. 
14. Serve as lead worker for student employees.  Coordinate recruitment, selection, and performance review(s).  Coordinate workload distribution to maximize skills and capabilities to meet daily and long-term need of ORSP.  Monitor work and provide regular feedback to ensure quality services and productivity.

34% 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. Manage ORSP budgets and process 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 ORSP staff/Director/client travel arrangements and requests for reimbursement in compliance with relevant policies and procedures.  Know/learn and understand/apply campus, System, state, and federal travel best practices, requirements, data management standards, and other related best practices and processes.
4. Develop office budget 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 Director to determine financial position of ORSP. 
7. Manage ORSP human resources (recruitment, selection, hiring, and review processes) as directed. Know/learn and understand/apply campus, System, state, and federal human resources best practices, requirements, data management standards, and other related best practices and processes.
8. 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.
9. Manage staff/student staff time and leave approvals.
10. 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.

•Knowledge of generally accepted budgeting and accounting principles. 
•Ability to manage and 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 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. 
•Knowledgeable of web/content management systems.
•Knowledge of grants accounting in compliance with federal regulations is highly desirable.
•Knowledge of grant administration software is preferable.
•Candidates must have experience and be able to work with a diverse population.

Qualified applicants must possess an Associate’s degree in accounting and seven years relevant work experience OR a bachelor’s degree and three years relevant work experience.  Applicants lacking credentials may be considered if significant, progressive, and relevant work experience can be demonstrated. 

UW-Whitewater is a premier public regional university with an enrollment of over 11,000 students in 48 undergraduate majors and 12 master's degree programs.  It offers high-quality, career oriented programs with a model general education curriculum.
Whitewater, a city with a population of over 14,000, is located in southeastern Wisconsin near the scenic Kettle Moraine State Forest.  The immediate area offers a wide variety of summer and winter recreational activities, including facilities of the nearby Whitewater Lake recreational area.  Whitewater is 50 miles from Milwaukee, 45 miles from Madison, and 110 miles from Chicago. 

UW-Whitewater is an equal opportunity/affirmative action employer. We promote excellence through diversity and encourage all qualified individuals to apply. Names of applicants may be disclosed unless requested otherwise. Names of finalists will be released.