Research Administrative Specialist

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Position Title:

Research Administrative Specialist

Job Category:

Academic Staff

Employment Type:

Terminal (Fixed Term)

Job Profile:

Research Administrative Spec

Job Duties:

Reporting to the Director of the Office of Research and Sponsored Programs (ORSP), the Research Administrative Specialist provides comprehensive pre-award support to faculty, staff, and researchers across campus by coordinating all administrative, fiscal, and compliance components of external grant and contract proposal development. The Specialist serves as a key institutional resource for interpreting sponsor requirements, developing accurate and competitive budgets, ensuring alignment with federal and institutional policies, and guiding proposals through internal approval and submission processes.

In addition, the position collaborates closely with post-award, Business & Financial Services, and academic units to ensure a seamless transition from proposal to award, while also supporting internal funding programs and contributing to ORSP's administrative and budget operations. This role plays a vital part in advancing UW-Stout's research mission by helping faculty and staff pursue funding that strengthens innovation, scholarship, and student opportunities.

KNOWLEDGE, SKILLS, AND ABILITIES

* Strong understanding of pre-award and sponsored project administration, including proposal routing and budget development.

* Working knowledge of Uniform Guidance (2 CFR 200), federal sponsor regulations, research compliance requirements, and university guidelines, policies, and processes.

* Demonstrated ability to interpret and apply financial and regulatory information accurately.

* Excellent written, verbal, and interpersonal communication skills.

* Advanced proficiency with Microsoft Excel and Microsoft Office Suite.

* Ability to manage multiple priorities in a fast-paced, deadline-driven environment.

* Strong attention to detail and organizational skills.

* Ability to work independently and collaboratively with diverse teams.

* Commitment to confidentiality, accuracy, and professionalism.

QUALIFICATIONS

Minimum / Required

* Associate degree in accounting, business, finance, or related field.

* Two (2) years of experience in pre-award or sponsored projects administration that includes budget development, proposal submission, and financial review.

* Experience applying accounting principles and fiscal management practices within sponsored projects or higher-education settings.

* Knowledge of Uniform Guidance (2 CFR 200) and federal sponsor award criteria compliance.

* Excellent written, verbal, and interpersonal communication skills.

* Strong organizational skills and ability to manage multiple projects in a deadline-driven environment.

* High proficiency in Microsoft Excel and Microsoft Office Suite.

* Ability to interpret, apply, and communicate complex financial information to UW System and university administrators.

* Demonstrated ability to exercise sound judgment, maintain confidentiality, and work both independently and collaboratively.

Highly Desired/Preferred

* Bachelor's degree in business administration, accounting, finance, public administration, or related field.

* Certified Pre-Award Research Administrator (CPRA), Certified Financial Research Administrator (CFRA), or other research administration credentials.

* Experience supporting faculty and academic staff in a higher education environment.

* Familiarity with research administration systems such as RAMP and sponsor platforms (e.g., Grants.gov, eRA Commons).

RESPONSIBILITIES

Responsibilities for the Research Admin Specialist include:

A. PRE-AWARD ADMINISTRATION (55%)

* Collaborate with PIs to develop compliant, detailed budgets that align with sponsor funding guidelines, institutional guidelines, and Uniform Guidance.

* Provide expertise on allowable costs, indirect (F&A) rates, cost-share requirements, and budget justifications.

* Document the related cost share FDM's or third-party certifications of match to be provided,

* Review Notices of Funding Opportunity (NOFOs) for institutional eligibility, budgetary restrictions, and compliance with sponsor policies.

* Review proposals and contractual documents to ensure adherence to institutional, state, and federal regulations, including Uniform Guidance (2 CFR 200).

* Route proposals for institutional approval and submit via designated portals.

* Ensure all Financial Conflict of Interest disclosures, subrecipient risk assessments and questionnaires, and required training are complete prior to submission.

* Work collaboratively with Accounting Services (post-award) grant accounting office staff and department and college fiscal staff (business managers and program assistants) regarding grant budgets, submissions and awards.

* Maintain updated budget justification templates reflecting current salary, fringe, and indirect rate…