Office Associate

Jobtailor; Menomonie (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

None

Job summary

UW-Stout Polytechnic is seeking an Administrative Support Specialist for the Office of Research and Sponsored Programs. You will manage compliance, reporting, and electronic records, maintaining SharePoint systems and grant files.

Additional duties include assisting with audits, tracking sponsor deadlines, and coordinating events and communications within higher education administration.

Qualifications

• High School Diploma required.
• Administrative support experience in an office environment.
• Associate degree preferred.
• Experience in higher education administration preferred.
• Experience with records management, financial processing, or compliance documentation preferred.
• Experience coordinating events, trainings, or communications preferred.
• Familiarity with SharePoint, database systems, or electronic records management preferred.
• Official transcripts required at time of hire.
• Successful completion of a criminal background check and references.
• Eligibility for employment in the United States; visa sponsorship not offered.

Responsibilities

• Provide administrative support to the Office of Research and Sponsored Programs.
• Maintain compliance, reporting, grant, and electronic records in SharePoint and filing systems.
• Organize HURON RAMP records, SharePoint repositories, and historical grant files.
• Assist with quarterly compliance audits and prepare reports.
• Track sponsor reporting deadlines and distribute reminders.
• Maintain office dashboards, tracking spreadsheets, and reporting systems.
• Establish funding strings for internal research and scholarship awards.
• Process internal budget transfers and funding adjustments.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Time management

Customer service

Education

High School Diploma

Associate degree preferred

Tools

SharePoint

Database systems

Electronic records management

Tracking spreadsheets

Office dashboards

Job description

• Provide administrative support to the Office of Research and Sponsored Programs
• Maintain compliance, reporting, grant, and electronic records in SharePoint and filing systems
• Organize HURON RAMP records, SharePoint repositories, and historical grant files
• Assist with quarterly compliance audits and prepare reports
• Track sponsor reporting deadlines and distribute reminders
• Maintain office dashboards, tracking spreadsheets, and reporting systems
• Establish funding strings for internal research and scholarship awards
• Process internal budget transfers and funding adjustments
• Coordinate award reconciliations and spend-down activities
• Maintain records for internal funding programs
• Prepare and distribute award and declination notifications
• Develop and distribute newsletters, funding announcements, and compliance reminders
• Coordinate logistics for workshops, 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 annual reports and ORSP communications
• Coordinate registration, communications, volunteers, and materials for Research Day and other ORSP-sponsored events
• 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

Requirements

• 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
• Associate degree preferred
• Experience in higher education administration preferred
• Experience with records management, financial processing, or compliance documentation preferred
• Experience coordinating events, trainings, or communications preferred
• Familiarity with SharePoint, database systems, or electronic records management preferred
• Official transcripts required at time of hire
• Successful completion of a criminal background check
• Passing reference checks and an essential job function test, as applicable
• Eligibility for employment in the United States; UW-Stout Polytechnic does not offer H-1B or other work authorization visa sponsorship
• Three professional references, including at least one prior manager or supervisor

Core Competencies

Demonstrates strong organizational skills and attention to detail in managing compliance, reporting, and records within an office environment. Proficient in Microsoft Office applications and experienced in coordinating events and communications in higher education administration.

Highest-signal resume keywords

• Administrative Support Experience
• Records Management
• Event Coordination
• Microsoft Office Proficiency
• Strong Communication Skills

Hard Skills

• Records Management
• Financial Processing
• Compliance Documentation
• Event Coordination
• Budget Transfers
• Grant Management
• Data Tracking
• Report Preparation
• Office Administration
• Organizational Skills

Soft Skills

• Attention to Detail
• Customer Service
• Time Management
• Written Communication
• Verbal Communication

Certifications & Qualifications

• High School Diploma
• Associate Degree Preferred

Industry Keywords

• Higher Education Administration
• Compliance Audits
• Funding Programs
• Research Administration
• Grant Files

Tools & Technologies

• SharePoint
• Database Systems
• Electronic Records Management
• Tracking Spreadsheets
• Office Dashboards