Skip to main content

Learn more about UWEC's COVID-19 response.

Office of Research and Sponsored Programs: Administrative Assistant/Office Manager

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: Administrative Assistant III
  • Job ID: #17880
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
Apply Now Benefits Estimator

Office of Research and Sponsored Programs: Administrative Assistant/Office Manager

A full-time university staff position is available in Office of Research and Sponsored Programs beginning 1/17/2022 or as soon as possible thereafter. The working title for this assignment is Office Manager with an official title of Administrative Assistant III.  This is an expected-to-continue assignment which requires a six-month probationary period.  The expected hourly hiring salary will be based on qualifications and experience.

MINIMUM QUALIFICATIONS:

  • Ability to project a positive, service-oriented attitude when representing ORSP to the rest of the campus and to the public.
  • Strong bookkeeping skills sufficient to manage, track and reconcile ORSP office and grants revenue and expenditures.
  • Ability to communicate well in oral and written form with many different individuals including students, faculty, staff in various units, and administrators.
  • Skilled in using Excel for maintaining multiple accounts, tracking data and providing reports.
  • Skilled at attending to detail in written materials and numerical materials such as spreadsheets and budgets.
  • Skilled in using Microsoft Word as a professional work tool for drafting correspondence, completing forms, and completing mail merges.
  • Ability to prioritize workload for self and office staff in light of schedules and deadlines.
  • Ability to handle time-sensitive and confidential information appropriately.
  • Ability to organize and manage paper and electronic files.

PREFERRED QUALIFICATIONS: 

  • Skilled in using BP Logix for managing forms.
  • Skilled in using Athena for website management.

DUTIES:

A. ORSP Administrative functions– 40%

A1.      Hire, train and supervise office staff (LTE, students, graduate students) based on ORSP clerical and reception needs and budgetary implications.

A2.      Plan and execute registration, travel and reimbursement for students and faculty attending the National Conference on Undergraduate Research, UW System Symposium, Posters in the Rotunda, and other group conference trips that may arise.

A3.      Assist with development and execution of annual spending plans for ORSP based on annual funding amounts (typically ~$1 million), current initiatives, historic spending patterns, strategic planning documents, reviewer recommendations, and regulations imposed by the state of Wisconsin and the UW System, as well as the designated purpose and limitations of each of the multiple internal funding sources.

A4.      Maintain all office records.

A5.      Summarize and report ORSP spending plans and activities for internal and external stakeholders.

A6.      Investigate and resolve inconsistencies in expenditures with ASK Center and University Accounting.

A7.      Coordinate logistical preparations for the Celebration of Excellence in Research and Creative Activity (CERCA) and other events as needed.

A8.      Develop and modify a variety of forms and templates in Word, Excel, Acrobat and BP Logix

A9.      Develop and supervise electronic and paper filing systems of grant and contract documents, the Institutional Review Board and other compliance records as well as other office functions.

A10.    Establish and maintain protocols for developing new electronic and paper files, and purging and archiving old records.

A11.    Determine ORSP purchasing needs and prepare purchase orders and requisitions as needed.

A12.    Stay current with travel regulations and purchasing procedures, advise ORSP grants personnel and grant recipients, and implement appropriately for ORSP staff and other campus constituencies.

A13.    Compose correspondence related to grants and regular office functions.

A14.    Provide editorial oversight on correspondence, publications, fliers, website, etc. to ensure appropriateness, accuracy, and readability. 

A15.    Initiate, supervise and implement website updates and upgrades.

A16.    Monitor website and public calendars for accuracy and update as needed.

A17.    Develop surveys in Qualtrics, implement them, collect, and analyze the data, develop reports, and recommend changes based on results.

A18.    Work with ASK Center to support grant-funded purchasing as needed.

A19.    Assist the Executive Director in managing research scholarships and awards in consultation with Foundation staff and/or other relevant parties.

B. Administration of Internal Grants – 50%

B1.      Manage internal grant processes for several hundred grants awarded across multiple internal grant programs, identify implementation problems and inconsistencies, and authorize and execute course corrections. 

B2.      Maintain accurate and up-to-date records of internal grant funds; develop regular reports using Excel, BP Logix, WISDM and other appropriate tools.

B3.      Analyze ad hoc requests for targeted reports to determine appropriate report components, design report format and execute reports.

B4.      Oversee grants program logistics, including requests for proposals, proposal reviews, awards, and award recommendations; develop annual grants program calendar.

B5.      Maintain records of membership of multiple grant review committees, provide needed documents for committees’ work, and maintain appropriate communication with committee members/chairs.

B6.      Ensure proper distribution and accounting of Blugold Commitment and other funds granted to other departments and units.

C. Administration of Extramural Grants – 7.5%

C1.      Review report on extramural grants to the Regents for accuracy, collaborate with grant accountant to ensure report accuracy.

C2.      Extract data from Regents report and internal sources to maintain accurate and complete database of extramural grants, including tracking multi-year grants for reporting purposes.

C3.      Analyze data on expenditures and grant awards to develop comprehensive annual reports and provide targeted reports and executive summaries as needed for various audiences.

C4.      Translate grant cost-share commitments by various internal and external stakeholders for each grant into a multi-year cost-share spending plan; initiate ORSP cost-share payments and track and solicit other stakeholder cost-share commitments in a timely fashion.

C5.      Participate in professional development activities; develop and maintain relationships with personnel in research offices on other UW campuses and maintain a knowledge of their personnel and procedures.

C6.      Participate in regular meetings with Business Services staff.

D. Other duties as assigned – 2.5%

THE UNIT:

The Office of Research and Sponsored Programs, which has as its mission to maintain a supportive environment for research, scholarly and creative endeavors on campus, currently consists of three staff members, but collaborates or interacts with many units across campus.  Primary functions include support for faculty, staff and student professional development related to research and grants, implementation of activities/publications that celebrate their scholarly work, and various activities, including policy development, that support the reputation of the institution.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human-resources/employment-opportunities/why-uwec/ .

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/You must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Office of Research and Sponsored Programs: Office Manager/Administrative Assistant III position (Job ID # 17880) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached and all required fields are completed.  Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references.

Please direct requests for additional information to:

Catherine Chan;  chancw @uwec.edu

To ensure consideration, completed applications must be received by 4:00 pm on January 10, 2022.  However, screening may continue until position is filled. 

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to 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. §. 19.36(7).