Sponsored Programs Research Compliance Administrative Assistant, Part-Time

Wayne State University; Detroit, Northern (MI, KY); Hybrid; USD 25,000 - 33,000; Part time

Job summary

Wayne State University is seeking a Sponsored Programs Research Compliance Administrative Assistant, Part-Time at its Detroit campus. The role conducts Visual Compliance screenings and supports FI/FCOI committee processes while maintaining and updating institutional forms and retention records.

The position offers part-time, fractional hours with a focus on regulatory compliance, document management, and cross-training to ensure continuity of operations in a busy office environment.

Qualifications

• High school completion or GED required.
• Entry level (less than a year) experience preferred.
• Experience with Visual Compliance or similar screening systems is a plus.
• Experience with Microsoft Office and Adobe Acrobat, including fillable PDFs, is preferred.

Responsibilities

• Conducts Visual Compliance screenings for employees, faculty, students, and external partners.
• Weekly reconciliation of batch list against grant records and update tracking list.
• Supports FI/FCOI committee processes with relevant proposals and award documentation.
• Identifies and disposes of records per retention requirements and audit needs.
• Leads creation and updates to institutional forms for usability and compliance.
• Provides limited operational support and cross-training for backup coverage.
• Provides project support to senior staff as needed.
• Other duties as assigned.

Skills

Administrative support

Data reconciliation

Records management

Regulatory compliance

Education

High school completion or GED

Tools

Banner ERP

Visual Compliance

Microsoft Office

Adobe Acrobat

Job description

Sponsored Programs Research Compliance Administrative Assistant, Part-Time

Wayne State University is searching for an experienced Sponsored Programs Research Compliance Administrative Assistant, Part-Time at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Position Purpose:

Conducts compliance screenings, supports Foreign Influence (FI) and Foreign Conflict of Interest (FCOI) Committee processes, along with creating updating and enhancing institutional forms. The position provides administrative support to the Manager, Sr. Management, and the Assistant Vice President to keep Sponsored Program Administration compliant.

Essential Functions

Conduct Visual Compliance screenings for employees, faculty, students, and external partners to ensure institutional compliance with federal requirements. This includes reviewing individuals and entities against restricted parties and denied/debarred lists, assessing potential matches, documenting screening results, and escalating confirmed or potential risks for further review.

Conduct a weekly reconciliation of the batch list against grant records to ensure completeness and accuracy. For each document on the list, verify its indexing status and notify the manager of any items that can be removed from or require updates to the tracking list.

Supports Foreign Interaction and Financial Conflict of Interest (FCOI) Committee processes by retrieving and compiling relevant proposals and award documentation associated with disclosed interests for committee member review.

Supports compliance with sponsor and institutional records retention requirements by identifying, organizing, and systematically disposing of records that have met their required retention period. This function includes applying retention schedules, coordinating appropriate destruction of outdated files, and ensuring only required documentation is retained for audit and compliance purposes.

Leads creation, updates, and enhancements to institutional forms, including revising fillable PDFs to improve usability, clarity, and compliance with evolving requirements. This includes restructuring form fields, standardizing formatting, incorporating validation logic where applicable, and ensuring forms align with current policies and workflow needs.

Provides limited operational support for various administrative functions, including coverage during high-volume periods, staff absences, or vacations. This included initial cross-training efforts to establish backup capacity, and the position continues to serve in a secondary/backup role as needed. Responsibilities under this support function include assisting with file movement for indexing and maintaining Journal Voucher logging to ensure continuity of operations.

Provides project support to the Assistant Vice President, Senior Directors, and Associate Directors, as needed.

Other duties as assigned.

Minimum Qualifications

Education:High school completion or (GED) required.

Experience:Entry level (less than a year of job-related experience).

Less than one year of related work experience required; relevant internships, academic, administrative, compliance, records management, data management, or office experience may be considered.

Experience with Banner or other enterprise resource planning (ERP) systems preferred.

Experience with restricted-party screening systems, such as Visual Compliance, preferred.

Experience with Microsoft Office and Adobe Acrobat, including creating or modifying fillable PDF forms.

Experience handling confidential records and regulatory documentation.

Experience with records retention, document management, data reconciliation, or administrative tracking systems.

Experience supporting committees, projects, or senior-level administrators preferred.

Knowledge, Skills, and Abilities:

Less than one year of related work experience required; relevant internships, academic, administrative, compliance, records management, data management, or office experience may be considered.

Experience in higher education, research administration, sponsored programs, government, or compliance environments preferred.

Experience with Banner or other enterprise resource planning (ERP) systems preferred.

Experience with restricted-party screening systems, such as Visual Compliance, preferred.

Experience with Microsoft Office and Adobe Acrobat, including creating or modifying fillable PDF forms.

Experience handling confidential records and regulatory documentation.

Experience with records retention, document management, data reconciliation, or administrative tracking systems.

Experience supporting committees, projects, or senior-level administrators preferred.

Preferred Qualifications

Experience in higher education, research administration, sponsored programs, government, or compliance environments preferred.

School/College/Division

The Division of Research & Innovation

Primary Department

H0912 - Sponsored Program Administration

Employment Type

• Regular Employee
• Job type: Fractional Time
• Job category: Staff/Administrative

Funding/Salary Information

• Compensation type: Hourly Wage
• Hourly Rate: To be determined

Working Conditions

Work is primarily performed in a standard office environment with regular use of computers, electronic systems, telephones, and other office equipment.

Job openings

• Number of openings: 1
• Reposted position: No

Background check requirements

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.