Employment

Associate Intramural Grants Specialist

Office of Research and Sponsored Programs

Position: Associate Administrative Specialist

Working Title: Associate Intramural Grants Specialist

Qualifications: Associate’s degree and seven years OR bachelor’s degree and three years administrative or similar experience required.  Applicants lacking credentials may be considered if significant and progressive work experience can be demonstrated. 

Rank: Academic Staff

Salary: Competitive

Responsibilities: The Associate Intramural Grants Specialist (AIGS) works closely with the Director of the Office of Research and Sponsored Programs (ORSP) and the office staff (professional and student) to provide a full range of administrative and support services. 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. Under the supervision of the Director, the AIGS will manage intramural grant pre-award services, coordinate ORSP records management, serve as lead worker of student employee(s), complete other projects as assigned, and engage in professional development/apply knowledge gained to performance of key duties.  Click HERE to obtain a copy of the complete position description

University: UW-Whitewater is a premier public regional university with an enrollment of over 12,000 students in 50 undergraduate majors and 11 master's degree programs and.  It offers high-quality, career oriented programs with a model general education curriculum. 

Community: 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. 

Application: A complete application package must include:
•a letter of application describing your qualifications for the position and including salary requirements
•a resume including all relevant professional experience

Only complete applications will be considered.  Unless confidentiality is requested in writing, lists of applicants must be released upon request.  Finalists cannot be guaranteed confidentiality.  Only electronic submissions will be accepted. 

Please send applications to Denise Ehlen, Search Chair, via email to ehlend@uww.edu.  All documents should be attached in .pdf form if at all possible.  Official undergraduate and graduate transcripts will be required upon hiring.

Review: Applications received by October 31, 2012 are ensured consideration; the position is considered open until otherwise noted.

UW-Whitewater is an equal opportunity/affirmative action employer. We promote excellence through diversity and encourage all qualified individuals to apply. UW-Whitewater conducts criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

GENERAL DESCRIPTION
The Associate Intramural Grants Specialist (AIGS) works closely with the Director of the Office of Research and Sponsored Programs (ORSP) and the office staff (professional and student) to provide a full range of administrative and support services. 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 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 and administrative support.  The AIGS must also possess exemplary writing, analytical, and data management skills.

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 AIGS will:
•Manage intramural grant pre-award services
•Coordinate ORSP records management
•Serve as lead worker of student employee(s)
•Complete other projects as assigned
•Engage in professional development/apply knowledge gained to performance of key duties

GOALS/WORKER ACTIVITIES

50% Manage intramural grant pre-award services
1. Manage intramural grants (i-Grants) information and communication flow between/among the Director, Office of Research and Sponsored Programs staff, clients, and other University academic and administrative departments.  Log and track requests for information from constituents; determine the required response data, appropriate staff assignment, and signature; assure timely completion; and review the response for established standards.
2. Research and provide analysis of System funding opportunities (including the “request for proposals,” funding trends, etc.) 
3. Develop, review, and distribute requests for proposals (RFPs) and all publicity/announcements for all intramural (University of Wisconsin System, University of Wisconsin-Whitewater, for example) programs to campus stakeholders.  Ensure UW-Whitewater RFPs align with institutional priorities (strategic priorities, LEAP, etc.).
4. Coordinate communication of program information (application packages).
5. Manage the circulation of grant proposals for internal review/approval prior to submission to sponsors and transmittal of grant proposals to prospective sponsors.
6. Support Director/campus i-Grants committees with administrative duties as assigned.
7. Coordinate transition from pre- to post-award. 
8. Research and maintain internal electronic research administration solutions and proposal/awards records management system(s) and reporting (i.e., process, final, impact).
9. Consult with the Director and principal investigators (PIs) in the preparation of the annual and final project report and ensure completion within established deadlines.
10.Maintain i-Grants Web page/resources.

30% Coordinate Office of Research and Sponsored Programs data/records management plan
1. Write and/or oversee all i-Grants communication projects. Write/revise policies, procedures, etc., including developing, implementing, and maintaining i-Grants resources.
2. Manage i-Grants components of the Office of Research and Sponsored Programs Web site and help to develop the resource into an effective marketing tool.
3. Coordinate ORSP data/records management plan for files and electronic records for key functional areas (innovation, i-Grants, and e-Grants).

5% Serve as lead worker of student employees
1. Coordinate workload distribution to maximize staff skills and capabilities to meet daily and long-term need of ORSP.
2.Monitor work and provide regular feedback to ensure quality services and productivity.

10% Complete other projects as assigned
1. Conduct small independent research projects. Conduct special assignments and analytical projects as assigned by the ORSP Director.   Research, develop, and compile data for specialized reports as requested by the Director, PIs, or Dean's Office.
2. Participate in meetings. Complete or follow up on any action items assigned.
3. Coordinate ORSP public relations/publicity related to intramurals and other grant opportunities, awards, and events.
4. 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 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 AND SKILLS
•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. 
•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).
•Knowledge of InfoPath and FileMaker Pro is desirable.
•Ability to effectively train and lead student employees. 
•Efficient with composing business correspondence such as email, memos, and letters. 
•Knowledgeable of Web/content management systems.
•Ability to develop good rapport and communication with administrators and faculty/staff. 
•Candidates must have experience and be able to work with a diverse population.
•Associate’s degree and seven years OR bachelor’s degree and three years administrative or similar experience required.  Applicants lacking credentials may be considered if significant and progressive work experience can be demonstrated.