Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Research Administrative Spec
Job Summary:
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.
Key Job Responsibilities:
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
- 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
Department:
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.
Compensation:
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.
Required Qualifications:
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
Preferred Qualifications:
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
Education:
Associate Degree required
Bachelor degree or higher preferred
How to Apply:
Click the "Apply" button to start the application process.
To be considered for this recruitment, you must upload:
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.
Contact Information:
Maria Antezana, maria.antezana@wisc.edu
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.