Research & Grants Program Assistant



Posting Details

Recruitment Number

1002

Working Title

Research & Grants Program Assistant

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Academic Affairs Division

Description of College / Department / Program / Division / Unit

Research & Sponsored Programs

Position Summary

Under the general supervision of the Undergraduate Research & Internal Grants Coordinator, in the Office of Research & Sponsored Programs ( ORSP ), the position of Research & Grants Program Assistant provides administrative support to Research & Sponsored Programs, Undergraduate Research & Creativity, and the Institutional Review Board ( IRB ) for the Protection of Human Subjects. This is a full-time, annual, university staff position. The primary duties include research compliance recordkeeping in accordance with university, state, and federal requirements; administrative support for research compliance, internal grant programs, and undergraduate research & creativity; and using an inclusive, customer service-oriented approach to support the work of faculty, staff, students, and off-campus researchers.

Required Qualifications

• Minimum of high school diploma or equivalent.
• Knowledge and experience in the use of computer software, including intermediate level skills in the use of Microsoft Office Word and Excel programs.
• Knowledge and experience in the use of e-mail (e.g., Outlook) functions, including electronic calendars.
• Effective oral and written communication skills.
• Excellent organizational and time management skills.
• Ability to coordinate projects, work independently, and independently set priorities.
• Attention to details and timelines/due dates despite frequent interruptions.
• Ability to work with people from diverse backgrounds.

Preferred Qualifications

• Bachelor’s degree. Accreditation standards of degree granting institution must meet acceptable levels of quality and academic standards.
• Experience in the use of additional computer software such as Adobe Acrobat DC/Professional, Qualtrics, Canvas, and Microsoft programs including Access, Publisher, SharePoint, and OneDrive.
• Experience providing administrative support for a compliance process.
• Knowledge of policies, procedures, and protocols of an administrative office.
• Ability to use discretion and good judgment regarding confidential information.
• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions.

Physical Demands

Significant amount of time operating a computer.

Working conditions and environment

Some travel to occasional regional undergraduate research & creativity events and professional development opportunities will be required. Occasionally, early start (e.g., 7 am) or evening hours (e.g., until 6 pm) may be required.

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Institutional Review Board (IRB) for the Protection of Human Subjects Administrative Support

Duties to Support Responsibility

• Prepare and distribute all correspondence to researchers after each IRB meeting and/or protocol review regarding the disposition of human research protocols (e.g., approvals, stipulations, required revisions).
• Maintain records of all IRB protocols and related correspondence.
• Develop and maintain an up-to-date Access database of IRB protocols.
• Respond to IRB inquiries from faculty, staff, students, and others as appropriate including referrals to the IRB Coordinator and/or IRB Chair.
• Initiate, monitor, and record all annual review/renewal correspondence with researchers.
• Maintain an up-to-date database of investigators who have completed the required human subject protection online tutorial.
• Distribute (and document in minutes) IRB continuing education and professional development materials.
• Assist IRB Chair and IRB Coordinator as needed.
• Process revisions of IRB guidelines booklet, brochure, and operation guidelines. Ensure the most current version is available on the IRB website.
• Serve as the recording secretary for all IRB meetings. Distribute schedule of meetings to committee members and the campus community. Reserve meeting room. Distribute agenda and meeting materials.
• Prepare, distribute, and archive all IRB meeting minutes as the office of record.
• Assist with preparations for internal and external IRB audits (e.g., UW System).
• Complete annual IRB and FWA filings with the appropriate federal agencies.
• Participate in IRB and other professional development activities as needed.

Percentage Of Time

65

Essential

Yes

Responsibility Statement

Internal Grant Program Administrative Support

Duties to Support Responsibility

• Provide administrative support for all aspects of internal grant programs in collaboration with the Grants & Compliance Coordinator and Undergraduate Research & Internal Grants Coordinator.
• Assist with intake, review, and administration of internal grant programs.
• Prepare and distribute correspondence for internal grant programs to faculty and staff, such as award letters and requests for budget modifications.
• Maintain records for internal grant programs in accordance with UW System recordkeeping standards.
• Prepare and distribute grant application materials for review committees.
• Respond to faculty and staff inquiries regarding grant programs.
• Update and maintain up-to-date grant information on the ORSP website.
• Serve as the primary point of contact for grant review committees.
• Working with the Undergraduate Research & Internal Grants Coordinator, provide support for grant budget management in collaboration with faculty/staff award recipients and recipients’ department/unit support staff.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Undergraduate Research & Creativity (URC) Administrative Support

Duties to Support Responsibility

• Provide administrative support for all aspects of undergraduate research & creativity in collaboration with the Undergraduate Research & Internal Grants Coordinator and Undergraduate Research & Creativity Director.
• Assist with the URC grant proposal process. Related tasks may include communicating with faculty and students, creating proposal materials, processing submitted proposals, recordkeeping, and assisting with grant intake, review, and administration.
• Provide and/or coordinate responses to email inquiries from students, faculty, and staff regarding URC programming, funding, community engagement projects, and presentation opportunities.
• Help coordinate, plan, promote, and work at UWL’s annual Research & Creativity Symposium. Related tasks may include event planning and logistics, scheduling presentations, and editing/proofreading.
• Help coordinate student participation at regional, state, and national research & creativity events. Related tasks may include preparing promotional materials, recordkeeping, communicating with participants and faculty mentors, and potentially attending the regional event.
• Assist with updating and maintaining URC website content.
• Assist with coordination of URC community partners and faculty/staff to promote the university’s community engagement efforts.
• Plan and coordinate student group travel for off-campus research & creativity events.
• Represent URC at university events for current and prospective students and parents.

Percentage Of Time

15

Essential

Yes

Responsibility Statement

Other Compliance and Grant Support

Duties to Support Responsibility

• Update and maintain grant and research compliance databases.
• Create, maintain, and update webpages for research related compliances. Communicate with those responsible and/or research available information to ensure latest federal, state, and local policies are reflected.
• Participate in the development and implementation of compliance policy.
• Direct faculty, staff, and students to appropriate contacts when the expertise lies outside of the Office of Research and Sponsored Programs.
• Assist with other compliance support activities as needed, such as Responsible Conduct of Research ( RCR ), Financial Conflict of Interest ( FCOI ), Institutional Animal Care & Use Committee ( IACUC ), Institutional Biosafety Committee ( IBC ), subrecipient risk assessment & monitoring, export controls, and federal lobbying reporting.
• Use independent judgment in maintaining the office staff’s calendars, using knowledge of legal responsibilities, campus initiatives, current grant programs, undergraduate research activities, and divisional processes is required in order to establish priorities.
• Perform reception duties (e.g., mail, answering phones, assisting visitors)
• Other duties as assigned by supervisor and ORSP director.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

03/17/2021

Position Contact Name

Chandra Hawkins

Position Contact Email

chawkins@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
    • I wish for my name to remain confidential until the university is no longer able to do so.
    • I waive my right to keep my name confidential through the application process.
  2. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
    • Yes, I will require sponsorship prior to employment.
    • Yes, I will require sponsorship for continued employment if hired.
    • No, I do not require sponsorship and am eligible to work in the US.
  3. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).

    (Open Ended Question)

  4. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
    • Yes
    • No
  5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  6. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral
  7. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  8. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  9. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No


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