Job Summary:
The Research Administrative Specialist position is within the Department of Medicine (DOM) Office of Research Services (ORS) team and provides services to the Division of General Internal Medicine (GIM). The Research Administrative Specialist will work collaboratively with GIM research leadership to provide overall research program support for enhancing research activities within GIM. They will also work with faculty and staff, and the Research Finance team to directly support principal investigators and/or research staff to prepare and submit funding proposals to sponsors, assist with award setup, prepare and maintain research documentation, support and/or coordinate study activities, assist faculty with reporting requirements, monitor administrative grant activities to ensure compliance with university, state, and federal regulations, and serve as the primary contact for internal and external partners to promote and support research services within GIM.
The incumbent will prepare and route proposals for submission to sponsors, review subsequent award terms and conditions, assist with managing GIM's research and quality improvement pilot funding mechanisms, and work with the fiscal team to facilitate award setup and administration. The incumbent will also coordinate requests to perform research in GIM clinics. Candidates must feel comfortable in a timeline driven role, be self-motivated and be highly detailed-oriented with excellent organizational skills. This position interacts with many different teams and customers and assists in identifying and implementing quality improvements to ensure that processes are efficient and timely.
The incumbent will serve as a member of DOM's Office of Research Services and report to DOM's Associate Director for Research. This position will have matrixed reporting to the ORS Research Administration Manager and GIM Research Service Chief to assist with day-to-day oversight, guidance, and training for this position.
Responsibilities:
Works directly with principal investigator(s) and/or research program director(s) to carry out research administrative functions related sponsored grants, agreements, or award management (proposal preparation through closeout).
- 25% Serves as a liaison and expert resource for researchers regarding the interpretation of policy and procedure related to overall sponsored project management
- 15% Works collaboratively with researchers to prepare non-technical materials for proposals, drafting contracts or agreements for review, and/or advising award setup
- 10% Leads researchers in the preparation and/or maintenance documentation, financial management, and/or reporting requirements related to sponsored grants, contracts, or agreements
- 5% Maintains and monitors grants and contract budgets
- 25% Assures compliance with grant, contract or agreement requirements and determine whether objectives are being met
- 15% Supports GIM overall research priorities and building of GIM research program including project coordination
- 5% Prepares and routes proposals, award documents, and sponsored and non-sponsored project agreements according to established policies and procedures while adhering closely to deadlines in support of GIM research program.
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.
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For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
Bachelor's Degree
Degree in business/public administration, public health, clinical research or related field or equivalent experience preferred
Qualifications:
- At least 5 years of relevant experience in research coordination, grant management and oversight activities, or other relevant areas and familiarity with granting organizational policies and procedures is preferred.
- Experience in proposal development, grant administration or clinical research management is preferred.
The ability to listen, understand and communicate information and ideas effectively in writing, over the phone or in person is required.
Excellent time management skills are required. The ability to work independently or collaboratively, and to prioritize and manage multiple projects despite interruptions, while closely tracking details and looking for ways to improve processes is required.
Work Type:
Full or Part Time: 80% - 100%
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. The balance of onsite and remote work schedule for this position will be discussed at the time of hire.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $65,000 ANNUAL (12 months)
Depending on Qualifications
The starting salary for the position is $65,000 but is negotiable based 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).
Additional Information:
University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.
How to Apply:
To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.
Contact:
Calleen Roper
croper@medicine.wisc.edu
608-262-8108
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Research Administrative Spec(SC029)
Department(s):
A53-MEDICAL SCHOOL/MEDICINE/MEDICINE
Employment Class:
Academic Staff-Renewable
Job Number:
301606-AS
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings,
click hereIf you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:
https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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).
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