Research Administrative Spec

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 63,000 - 77,000; Full time

Benefits offered by this job

Vacation benefits

Retirement benefits

Insurance & 401K

Job summary

UW School of Medicine and Public Health is seeking a Research Administrative Specialist to administer grants and other research projects, coordinating award setup, budgets, and post-award reporting. The role supports researchers under the Associate Director of Research and may include remote work up to three days per week after onboarding.

Key qualifications include experience with budgets and extramural funding, strong Excel skills, and excellent written/verbal communication.

Qualifications

• Experience managing project budgets and extramural funding.
• Proficiency with MS Excel.
• Strong written and verbal communication skills.
• Strong time management and meticulous attention to detail.
• Experience interpreting university rules and extramural contract requirements.
• Experience submitting salary allocations and accounting adjustments; familiarity with effort reporting.

Responsibilities

• Liaise with researchers to interpret policy and procedures for sponsored project management.
• Prepare non-technical materials for proposals and advise award setup.
• Lead documentation, financial management and reporting for grants and contracts.
• Maintain and monitor grant and contract budgets; ensure compliance with requirements.

Education

Bachelor's degree preferred; focus in business or research/education administration

Tools

MS Excel

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Research Administrative Specialist

Job Summary: The Department of Orthopedics & Rehabilitation and Department of Urology at the UW School of Medicine and Public Health are recruiting a shared Research Administrative Specialist to administer grants and other research projects. This position works under the direction of our Associate Director of Research in support of our talented faculty and scientists, who are identifying breakthroughs that extend and improve quality of life in our patients. From award setup to budget planning and post-award management to compliance and reporting, this position will help ensure that critical research continues to move forward. There is an opportunity to work remotely up to three days/week after initial onboarding and training. This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration:

• Experience managing project budgets and extramural funding.
• Proficiency with MS Excel.
• Experience interpreting University rules and extramural contract requirements.
• Strong written and verbal communication skills.
• Strong time management skills.
• Attention to detail and accuracy.
• Experience submitting salary allocations and accounting adjustments.
• Experience with University effort reporting

Key Job Responsibilities:

• Serves as a liaison and expert resource for researchers regarding the interpretation of policy and procedure related to overall sponsored project management
• Works collaboratively with researchers to prepare non-technical materials for proposals, drafting contracts or agreements for review, and/or advising award setup
• Leads researchers in the preparation and/or maintenance documentation, financial management, and/or reporting requirements related to sponsored grants, contracts, or agreements
• Maintains and monitors grants and contract budgets
• Assures compliance with grant, contract or agreement requirements and determines whether objectives are being met

Department:

School of Medicine and Public Health, Department of Orthopedics and Rehabilitation & Department of Urology, Research Administration

The Department of Orthopedics and Rehabilitation within the University of Wisconsin School of Medicine and Public Health includes 61 faculty and 50 advanced practice providers in 8 subspecialty divisions/sections who provide world-class adult and pediatric clinical care at UW Health and partner locations, education of medical students, residents (40 residents between 2 residency programs) and fellows (8 fellows across 5 fellowship programs) and conduct cutting edge research. Visit our department website to learn more about our department.

Since the 1920s, the Urology Program at the University of Wisconsin School of Medicine and Public Health has had the tradition of providing technologically advanced urologic care for the people of Wisconsin and beyond. Today, we retain the principles of the past and have moved our efforts toward providing state-of-the-art urologic care for present and future generations.

Our highly acclaimed program focuses on cutting-edge surgical care for adult and pediatric urologic patients while conducting innovative research and training the next generation of academic urologists. Our Department consists of all major subspecialties, including Urologic Oncology, Endourology, Men's Health, Pediatric Urology, Women's Pelvic Wellness, Andrology/Infertility, and Urinary Reconstruction programs.

Compensation:

The starting salary for the position is $70,000 annually; but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage. SMPH Faculty /Academic Staff Benefits Flyer 2026

Required Qualifications:

• Experience managing project budgets and extramural funding.
• Proficiency with MS Excel.
• Strong written and verbal communication skills.
• Strong time management skills.Attention to detail and accuracy.

Preferred Qualifications:

• Prior experience with accounting, finance, or business.
• Prior experience with post-award grant financial management in higher education.Prior experience submitting salary allocations and accounting adjustments
• Prior experience using a financial management software platform
• Prior experience interpreting higher education rules and extramural contract requirements.
• Proficiency in Microsoft Excel including pivot tables, lookups, and financial reporting functions.

Education:

Bachelors degree preferred; focus in business, research/education administration, or related area preferred.

Contact Information:

Tia Seguin, [e-mail], 608-263-3731

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.