Research Support Services Specialist, Research and Sponsored Programs

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

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A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Working independently performs a variety of administrative and technical functions that support the day-to-day activities of the Office of Research and Sponsored Programs (ORSP). Assists the Associate Director with subcontracts, modifications, and consulting agreements. Helps to maintain Cayuse SP system by monitoring the accuracy and completeness of data. Responsible for managing the timely closeout of internal and external grants in coordination with Grants Accounting. Works closely with the ORSP Assistant and Associate Directors and the departmental Grants and Contracts Managers (GCM).

Job Description

Essential Functions:

• Manages the closing out of grants (internal and external) including reminding researchers of reporting requirements/deadlines, prepares/sends close out reports as needed; assists faculty who request time extensions.  Determines record retention period for closed projects and works with Grants Accounting to confirm receipt of funds and financial closeout.
• Prepares modifications to subawards/subcontracts and consulting agreements.
• Prepares outgoing cross campus funding information forms for collaborations with the school of medicine.
• Assists in maintaining subaward, subcontract, and consulting agreements and amendments; uploads all fully executed agreements and amendments into Cayuse.
• Performs quality control for Cayuse system. On a monthly basis, reviews submitted proposal records to ensure they are correct and complete. Helps the Assistant Director to collect and upload supplemental certification forms as needed.
• Monitors proposal status in Cayuse and changes it if/when proposals are withdrawn or declined.
• Compiles proposal submission information for the Provost Office and other units upon request.
• Contributes to and assists in the preparation of the ORSP Monthly and Annual Reports as well as the department’s electronic newsletter.  Cross trained in all the duties of Business Services Specialist. Duties include, but are not limited to, processing new and supplemental awards, maintaining the website, and coordinating office events. Serves as back up to the Business Services specialist in their absence.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree in an appropriate discipline (i.e., business management, financial management, or office management) plus one year of research administration experience or an equivalent combination of education and experience.
• Proficiency in Microsoft Office.
• Effective verbal and written communication skills.
• Ability to analyze and interpret policies, procedures, and financial data.
• Ability to prioritize responsibilities and organize workflow.
• Ability to work in a team environment.
• Strong attention to detail.
• Ability to interact effectively with a variety of professionals.
• Demonstrated ability to maintain strict confidentiality of privileged information.
• Recognize problems, critical issues, and opportunities as they arise and advise accordingly.
• Self-motivated, proactive, and committed to continuous improvement.

Preferred Education, Knowledge, Skills, Abilities:

• Experience in university research administration
• Familiarity with federal, state, and university regulations including federal grant regulations.
• Experience with Cayuse or other electronic research administration systems
• Experience with Wordpress or other website software