Office Associate

• Provide administrative support to the Office of Research and Sponsored Programs
• Maintain compliance, reporting, grant, and electronic records in SharePoint and filing systems
• Organize HURON RAMP records, SharePoint repositories, and historical grant files
• Assist with quarterly compliance audits and prepare reports
• Track sponsor reporting deadlines and distribute reminders
• Maintain office dashboards, tracking spreadsheets, and reporting systems
• Establish funding strings for internal research and scholarship awards
• Process internal budget transfers and funding adjustments
• Coordinate award reconciliations and spend-down activities
• Maintain records for internal funding programs
• Prepare and distribute award and declination notifications
• Develop and distribute newsletters, funding announcements, and compliance reminders
• Coordinate logistics for workshops, trainings, Opening Week sessions, and New Faculty Development programs
• Manage registrations, attendance records, and evaluation data
• Maintain ORSP website content and marketing materials
• Assist with annual reports and ORSP communications
• Coordinate registration, communications, volunteers, and materials for Research Day and other ORSP-sponsored events
• Provide front-line customer service to faculty, staff, students, and external partners
• Schedule meetings and coordinate office activities
• Assist with special projects and operational initiatives

• High School Diploma
• Administrative support experience in an office environment
• Strong organizational skills and attention to detail
• Proficiency with Microsoft Office applications
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines
• Associate degree preferred
• Experience in higher education administration preferred
• Experience with records management, financial processing, or compliance documentation preferred
• Experience coordinating events, trainings, or communications preferred
• Familiarity with SharePoint, database systems, or electronic records management preferred
• Official transcripts required at time of hire
• Successful completion of a criminal background check
• Passing reference checks and an essential job function test, as applicable
• Eligibility for employment in the United States; UW-Stout Polytechnic does not offer H-1B or other work authorization visa sponsorship
• Three professional references, including at least one prior manager or supervisor

Demonstrates strong organizational skills and attention to detail in managing compliance, reporting, and records within an office environment. Proficient in Microsoft Office applications and experienced in coordinating events and communications in higher education administration.

• Administrative Support Experience
• Records Management
• Event Coordination
• Microsoft Office Proficiency
• Strong Communication Skills

• Records Management
• Financial Processing
• Compliance Documentation
• Event Coordination
• Budget Transfers
• Grant Management
• Data Tracking
• Report Preparation
• Office Administration
• Organizational Skills

• Attention to Detail
• Customer Service
• Time Management
• Written Communication
• Verbal Communication

• High School Diploma
• Associate Degree Preferred

• Higher Education Administration
• Compliance Audits
• Funding Programs
• Research Administration
• Grant Files

• Share Point
• Database Systems
• Electronic Records Management
• Tracking Spreadsheets
• Office Dashboards