Office Associate: Office of Research and Sponsored Programs

About the role

The Office Associate provides administrative support to the Office of Research and Sponsored Programs (ORSP) and serves as a central resource for office operations, records management, communications, internal funding administration, and event coordination. The position supports compliance tracking, internal grant administration, research-related communications, and institutional research initiatives while ensuring accurate records, efficient workflows, and high-quality customer service. This position contributes to institutional audit readiness by maintaining records, monitoring administrative deadlines, supporting compliance-related communications, and assisting with documentation management. The Office Associate also assumes responsibility for administration of internal funding strings, budget transfers, and award reconciliations.

Qualifications

Minimum / Required:

• 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

Highly Desired / Preferred:

• Associate degree
• Experience in higher education administration
• Experience with records management, financial processing, or compliance documentation
• Experience coordinating events, trainings, or communications
• Familiarity with SharePoint, database systems, or electronic records management

Responsibilities

Administrative Operations and Records Management (35%)

• Maintain compliance and reporting records within ORSP internal SharePoint systems and electronic filing structures
• Organize and maintain HURON RAMP records, SharePoint repositories, and historical grant files
• Assist with quarterly compliance audits by gathering documentation and preparing reports
• Track sponsor reporting deadlines and distribute reminder notifications to project personnel
• Maintain office dashboards, tracking spreadsheets, and reporting systems
• Ensure records are organized, accurate, and readily accessible

Internal Funding Administration (25%)

• Establish funding strings for internal research and scholarship awards
• Process internal budget transfers and funding adjustments
• Coordinate award reconciliations and spend-down activities for internal awards
• Maintain records for Chancellor's Fund, Faculty Research Initiative, Student Research Grants, Celene Frey Fund, and other internal funding programs
• Prepare and distribute award and declination notifications using standardized templates under the supervision/direction of the Research Program Coordinator
• Serve as the primary administrative contact for internal funding processes

Communications and Training Support (15%)

• Develop and distribute newsletters, funding announcements, and compliance reminders
• Coordinate logistics for workshops, compliance 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 preparation of annual reports and ORSP communications

Research Day and Event Support (15%)

• Coordinate registration, communications, volunteers, and event materials for Research Day and other ORSP-sponsored events
• Assist with event planning and implementation logistics
• Support expansion of Research Day as a campus-wide showcase of scholarship and creative activity
• Collect participation and assessment data for reporting purposes

Office Support and Customer Service (10%)

• 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

Department information

The mission of the Office of Research & Sponsored Programs (ORSP) at Wisconsin's polytechnic university is to create and support a university culture that promotes research and assists the UW-Stout Polytechnic community in securing the funds to advance research, scholarship, industry collaboration, and other innovations. ORSP offers support to faculty, staff, and students in their research endeavors. We guide researchers through the pre-award funding process, offering support in proposal development, budget development, and submission.