The Office of Sponsored Programs (OSP) provides assistance to faculty and research staff for their Pre-Award, Award and Research Compliance needs. The Pre-Award Grants Specialist will work on behalf of OSP to ensure extramural grant proposals are submitted in compliance with sponsor and UWO policies, assist faculty with funding searches, develop budgets and various proposal components, and provide training and outreach. Award phase functions include those necessary to establish new grant awards at UW Oshkosh and to ensure a seamless workflow from Pre-Award to Post-Award. Support duties for the Research Compliance team include functions necessary to maintain ongoing support services to faculty and staff who perform research activities that require IRB, IACUC and/or IBC oversight.
General OSP administrative functions will be managed by this position, including budget tracking, e-file management, serving as purchasing agent and Employing Unit Coordinator (EUC), student worker oversight, and website maintenance. This position works closely with the OSP Multi-Functional Research Administration Manager and Regulatory Manager and reports to the Research Administration Manager. The OSP unit is under the umbrella of the Provost’s Office, Non-Instructional Academic Affairs. Occasional hybrid work option will be considered.
Reviews, approves, and negotiates grants, contracts, and agreements on behalf of the institution. Campus level pre-award administration responsible for reviewing work submitted from campus partners prior to submission to sponsor for consideration. Ensures proposal and award compliance with laws, regulations, policies, and terms and conditions.
Pre-Award Grants Functions (50%)
• Perform funding searches upon faculty request and share incoming opportunities with faculty/staff
• Develop Pivot-RP functionality including creating curated searches and funding newsletters
• Create tools, templates and guidance for faculty/staff during proposal development phase
• Assist with budget preparation and ensure compliance with sponsor and UW Oshkosh policies
• Review and process complex extramural grant proposals according to established policies/procedures
• Route extramural grant proposals for internal review and approvals prior to submission to sponsor
• Submit proposal through various submission platforms (Grants.gov, Research.gov, or similar)
• Track all proposals, agreements, awards and denials in the OSP tracking system
• Oversee Financial Conflict of Interest (FCOI) training and tracking of disclosures
• Provide data analytics reports for Finance & Administration, and other requestors, as needed
• Develops and facilitates trainings for designated work units on extramural negotiation, contracting conditions, and associated policies and procedures
Award Phase Functions (15%)
• Assist Pre-Award Administrator with review, interpretation, and negotiation of complex extramural award documents and agreements according to established policies and procedures to adhere to timelines and meet unit objectives
• Prepare and issue sub-awards and sub-contracts and request account setup from Finance team
• Host award startup meetings for newly funded PIs to review of award terms and policies
• Oversee Responsible Conduct of Research (RCR) training and tracking adherence to federal regulations
• Issues sub-awards and sub-contracts
Research Compliance Support (25%)
• Assist principal investigators (PIs), researchers, and administrative staff to ensure institutional compliance with applicable research regulations
• Ensure unit compliance related, but not limited to audit coordination, intellectual property, institutional review boards, laboratory safety, export controls, effort, or other policies
• Provide administrative support to the Institutional Review Board, Institutional Animal Care and Use Committee, and Institutional Biosafety Committee, including, but not limited to: monitoring protocol submissions, tracking projects, preparing meeting agendas and minutes, and issuing decision letters, continuing review, and expiration notices
• Serves as a key resource to campus regarding research administration compliance, provides training and triages complex issues as appropriate
• Assist faculty and staff with maintaining documentation for audit; assists with data collection and preparation of various institutional, system, state, and federal compliance reports
Administrative Support (10%)
• Maintain website and coordinate electronic data management for OSP (Huron, OneDrive)
• Outreach and development of marketing and training materials for OSP unit including implementing creative ways to reach faculty and staff to encourage grant proposal submission
• Serve as unit Purchasing Manager/cardholder to reconcile office credit card statements, manage billing systems and payments, maintain inventory, order supplies, and track/report as needed
• Serve as OSP Employing Unit Coordinator (EUC) for new student onboarding and oversight
• Assist Post-Award team with effort certification communications including report disbursal and tracking
• Assist faculty and staff with questions regarding all stages of the grant cycle (pre-award, award, and post award phase)
•Establishes accounts in the financial accounting system
• Bachelor’s Degree and at least one year of direct experience preparing and submitting extramural grants, OR Associate’s degree and at least 3 years direct experience.
• Documented proficiency in Microsoft Office Suite including Outlook 365, Word, Excel, Forms, OneDrive, Sharepoint, or similar collaborative file-sharing software
• Experience using website management software (Wordpress, Plone), or similar
• Excellent communication skills, both verbal and written
• Demonstrated commitment to diversity, equity, and inclusion
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact email@example.com or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at (920) 424-1212 for a paper copy.