Subaward Specialist

University of Wisconsin-Madison; Madison (WI); On-site; USD 59,000 - 72,000; Full time

Job summary

The University of Wisconsin–Madison's Office of Research and Sponsored Programs (RSP) seeks a Subaward Specialist (Inst) to support outgoing subawards and related actions. The role ensures compliance with sponsor requirements, policies, and procedures while coordinating documentation and risk assessments.

A Bachelor's degree is required. The position offers a minimum salary of $65,000 with a comprehensive benefits package.

Qualifications

• Experience interpreting policies and procedures (State, Federal, University rules)
• Evidence of strong customer service philosophy
• Ability to foster and maintain effective working relationships
• Excellent written and oral communication techniques with attention to detail

Responsibilities

• Reviews, interprets, negotiates, and processes complex extramural award documents, proposals, and agreements according to established policies and procedures to adhere to timelines and meet unit objectives (40%)
• Develops and facilitates trainings for designated work units on extramural negotiation, contracting conditions, and associated policies and procedures (5%)
• Issues sub-awards and sub-contracts (35%)
• Establishes accounts in the financial accounting system (20%)

Skills

Customer service

Communication

Relationship building

Attention to detail

Education

Bachelor's Degree

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

Pre-Award Sponsored Programs, Grants & Contracts Specialist (Inst)

Job Summary

The University of Wisconsin-Madison's Office of Research and Sponsored Programs (RSP) is responsible for administration of the extramural research grants and contracts. RSP currently manages an open portfolio of over $4 Billion with annual awards over $1 Billion.

The Subaward Specialist supports sponsored projects for UW–Madison and UW System by processing and assisting with the negotiation and ongoing administration of outgoing subawards in accordance with applicable sponsor requirements, institutional policies, and procedures. The position coordinates subrecipient documentation and risk assessments, identifies potential compliance and financial risks, and works with RSP staff, department administrators, principal investigators, researchers, and subrecipient institutions to develop and interpret subaward terms and conditions.

The Specialist processes a queue of subawards, amendments, and related actions, prioritizing work and competing deadlines based on project timelines, sponsor requirements, risk, and established procedures. The position maintains accurate subaward records and documentation in institutional systems, tracks agreements and amendments, and ensures records support compliance, monitoring, and audit requirements. The Specialist also provides guidance and customer service to campus stakeholders on subaward processes, requirements, and compliance obligations.

Key Job Responsibilities

• Reviews, interprets, negotiates, and processes complex extramural award documents, proposals, and agreements according to established policies and procedures to adhere to timelines and meet unit objectives (40%)
• Develops and facilitates trainings for designated work units on extramural negotiation, contracting conditions, and associated policies and procedures (5%)
• Issues sub-awards and sub-contracts (35%)
• Establishes accounts in the financial accounting system (20%)

Department

Office of Vice Chancellor for Research (OVCR), Research and Sponsored Programs (RSP), Pre-Award, Subaward Team

Compensation

The minimum salary for this position is $65,000. Actual pay is determined at time of hire and is based on experience and qualifications.

This position will receive a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged retirement savings accounts, and participation in the Wisconsin Retirement System (WRS) pension fund.

Required Qualifications

• Experience with interpreting policies and procedures (e.g. State, Federal, University rules and regulations).
• Evidence of strong customer service philosophy.
• Evidence of fostering and maintaining effective working relationships.
• Excellent written and oral communication techniques with attention to detail.

Preferred Qualifications

• Background in Research or Experience in Research Administration, including contract negotiation is preferred.
• Experience building consensus.

Education

Bachelor's Degree is required.

Contact Information

Kelly Marks [e-mail]

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.