Assistant Research Administrator

Primary Responsibilities

• Research & Financial Administration Support
• Assist in routine operational activities using UW-Madison and Morgridge Institute administrative systems.
• Help compile and organize components (such as biosketches, facilities descriptions, and initial budget drafts) for scientific and technical research proposals.
• Learn and apply basic federal, state, and university grant compliance guidelines; flag routine compliance questions for senior team members.
• Execute transactional financial duties, including preparing expense reports, processing travel reimbursements, generating purchase orders, and verifying invoice payments.
• Absorb and analyze data for monthly financial reviews, annual progress reports, and award closeouts.
• Laboratory & Operational Support
• Procure standard laboratory equipment and supplies; maintain an up-to-date capital equipment inventory and assist with annual property audits.
• Coordinate and schedule routine equipment calibration, maintenance, and service repairs with external vendors.
• Maintain and update a comprehensive reference database tracking lab publications, awards, patents, and trainee alumni outcomes. Help cross-reference papers for public access compliance.
• Absorb and update center/laboratory websites and social media platforms to maintain an active public presence.
• Monitor and track the completion of required laboratory safety and biosafety training modules for lab personnel.
• Absorb and assist with onboarding and offboarding steps for trainees, including tracking lab access keys, resource allocation, and basic appointment paperwork.
• Submit MTAs, software agreements, and other research agreements for review through campus channels.
• Scheduling, Communication, and Event Support
• Coordinate logistics (room reservations, catering, schedules) for lab meetings, workshops, advisory board visits, and invited seminars.
• Serve as an initial point of contact for internal institutional partners, facilities teams, and visitors.
• Absorb and assist with posting job openings, scheduling interviews, and route personnel paperwork as directed.

Qualifications and Requirements

• Education and Experience
• Bachelor’s degree in business, science, biotechnology, or a related field preferred.
• 0 to 2 years of administrative experience. Experience working in an office, academic department, or customer-service setting is highly preferred.
• Prior exposure to a laboratory environment, or an interest/basic coursework in research grants (NIH, NSF, DOE), is a plus but not required. We are willing to train candidates who possess strong foundational organizational skills.
• Knowledge, Skills and Abilities
• Ability to work both independently and collaboratively in a dynamic research environment.
• Professional and effective communication with individuals at all organizational levels.
• Strong interpersonal skills, including exceptional oral and written communication abilities.
• Excellent organizational and time-management skills.
• Consistently demonstrates respect, integrity, and professionalism in decisions, communications, and actions.
• Ability to manage multiple projects simultaneously.
• Ability to interact effectively with individuals from diverse backgrounds and professional levels.
• Proficiency in software and web-based applications, including Microsoft Office and Google Workspace.
• Experience with website development and management of social media platforms preferred.
• Experience in pre-award and post-award research administration preferred.
• Working Conditions and Physical Effort
• Work is normally performed in an office setting.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.