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Grants Specialist (Pre-Award)

Apply now Job no: 498841
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Official Title: Pre-Award Sponsored Programs, Grants & Contracts Specialist (Inst)
Business Title: Grants Specialist (Pre-Award)
Employment Class: Non-Instructional Academic Staff
FTE: 1.0
Compensation: $50,000 - 55,000
FLSA Status: Exempt
Terms of Employment: 12-month, annual, fixed-term renewable
Position Summary:

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 (,, 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

Preferred: • Master’s Degree Preferred
• Three (3) or more years of experience in pre-award administration
• Grant Certification status (CRA, CPRA, SRA Level-Up) or Compliance Certification status (CIP, CPIA, RBP)
• Work in a higher education setting in particular with grant proposal development and submission
• Have broad knowledge of pertinent federal regulatory documents (2 CFR 200, Federal Acquisition Regulations, etc) and agency-specific program guidelines (NSF, NIH, U.S. Department of Education, etc).
• Ability to work independently and complete tasks with minimal supervision
• Patiently handle stress in a fast-paced work environment
• Ability to collaborate effectively and efficiently with a variety of collaborators/partners
• Experience training, mentoring and supervising student employees
• Possess skills that demonstrate strong attention to detail and an ability to manage multiple tasks simultaneously
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for three references

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by December 21, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
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.

DEI Statement
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.

Reasonable Accommodations
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 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.

Work Authorization
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, or call UWO Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

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.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or