Experience coordinating events, trainings, or
communications.
Familiarity with SharePoint, database systems, or electronic
records management.
RESPONSIBILITIES
Administrative Operations and Records Management (35%)
- Maintain compliance, and reporting records within ORSP internal
SharePoint systems and electronic filing structures.
- Organize and maintain HURON RAMP records, SharePoint
repositories, and historical grant files.
- Assist with quarterly compliance audits by gathering
documentation and preparing reports.
- Track sponsor reporting deadlines and distribute reminder
notifications to project personnel.
- Maintain office dashboards, tracking spreadsheets, and
reporting systems.
- Ensure records are organized, accurate, and readily
accessible.
Internal Funding Administration (25%)
- Establish funding strings for internal research and scholarship
awards.
- Process internal budget transfers and funding adjustments.
- Coordinate award reconciliations and spend-down activities for
internal awards.
- Maintain records for Chancellor's Fund, Faculty Research
Initiative, Student Research Grants, Celene Frey Fund, and other
internal funding programs.
- Prepare and distribute award and declination notifications
using standardized templates under the supervision/direction of the
Research Program Coordinator.
- Serve as the primary administrative contact for internal
funding processes.
Communications and Training Support (15%)
- Develop and distribute newsletters, funding announcements, and
compliance reminders.
- Coordinate logistics for workshops, compliance trainings,
Opening Week sessions, and New Faculty Development programs.
- Manage registrations, attendance records, and evaluation
data.
- Maintain ORSP website content and marketing materials.
- Assist with preparation of annual reports and ORSP
communications.
Research Day and Event Support (15%)
- Coordinate registration, communications, volunteers, and event
materials for Research Day and other ORSP-sponsored events.
- Assist with event planning and implementation logistics.
- Support expansion of Research Day as a campus-wide showcase of
scholarship and creative activity.
- Collect participation and assessment data for reporting
purposes.
Office Support and Customer Service (10%)
- Provide front-line customer service to faculty, staff,
students, and external partners.
- Schedule meetings and coordinate office activities.
- Assist with special projects and operational initiatives.
DEPARTMENT INFORMATION The mission of the Office of Research
& Sponsored Programs (ORSP) at Wisconsin’s polytechnic
university is to create and support a university culture that
promotes research and assists the UW-Stout Polytechnic community in
securing the funds to advance research, scholarship, industry
collaboration, and other innovations.
ORSP offers support to faculty, staff, and students in their
research endeavors. We guide researchers through the pre-award
funding process, offering support in proposal development, budget
development, and submission.
APPLICATION INSTRUCTIONS
Complete applications received by end of day, October 15, 2026
are ensured full consideration. Applications submitted after
October 15, 2026 may be reviewed at the discretion of the search
committee or until position is filled.
To apply, click on the APPLY button or go to:
https://www.uwstout.edu/about-us/careers-jobs
Due to system limitations, applicants may upload no more than
five (5) attachments. Please combine documents where
appropriate.
Required application materials :
- Cover letter (* See below)
- Curriculum vitae or resume
All final candidates will be asked to provide names, email
contact information, and/or phone numbers for three (3) references,
with at least one being from a manager or supervisor, during the
interview process.
*
Please use your cover letter to speak to each of the
Minimum/Required Qualifications for this position as listed above.
For each required qualification, describe your relevant experience,
using specific examples from your work history to illustrate how
your experience satisfies the requirement.
Official transcripts required at time of hire.
For questions regarding this position or recruitment, please
contact:
Search Chair: Angie Ruppe
Email: ruppean@uwstout.edu
If you need assistance with the online application process or if
you submitted your application prior to uploading all the required
application materials, please contact:
Search Coordinator:
Meghan Amidon, Human Resource
Recruiter
Email:
amidonm@uwstout.edu
ADDITIONAL INFORMATION
Minimum starting hourly rate of $19.00/hr, commensurate with
qualifications and experience.
A six-month probationary period is required
The University of Wisconsin-Stout Polytechnic does not offer H-1B
or other work authorization visa sponsorship for this position. A
successful applicant will be responsible for ensuring eligibility
for employment in the United States on or before the effective date
of the appointment and for maintaining work authorization
throughout the employment term. If you have questions regarding
this, please contact our Human Resources office, Phone:
715.232.2149.
Key Job Responsibilities:
- Serves as a primary point of contact for individuals and
groups, provides organizational information via phone, in person,
and through other communication mediums
- Develops, implements, and maintains methods and organizational
systems directed at the maintenance of electronic/physical records
related to work operations according to established policies and
procedures
- Prepares and audits complex records, edits documents, and
reviews work done by others
- Schedules logistics and secures resources for meetings,
conferences, travel, and work unit operations
- Develops, sends, receives, copies, and distributes
communications to the appropriate entities according to established
policies and procedures
Guidelines to ensure consideration:
- Applicants must complete all required fields and attach all
required application materials.
- Within your cover letter address each of the Minimum/Required
Qualifications specified for this position. For each required
qualification, describe your relevant experience, using specific
examples from your work history to illustrate how your experience
satisfies the requirement.
It is the policy of UW-Stout Polytechnic to provide reasonable
accommodation to qualified applicants with disabilities. If you
need assistance, or accommodation in applying because of a
disability, please contact us using the information below.
Employment opportunities will not be denied because of the need to
make reasonable accommodation for a qualified individual's
disability.
The Universities of Wisconsin provides an excellent benefits
package including participation in the Wisconsin State retirement
plan, demonstrating our commitment to the diverse needs of our
employees.
Employment is contingent upon the final candidate’s completing a
criminal background check and being cleared to work by the Human
Resources Office. Employment is also contingent upon the final
candidate passing reference checks and an essential job function
test, as applicable. The reference check process includes asking
the final candidates’ professional references questions regarding
employee misconduct, sexual violence, and sexual harassment.
Reference checks must be conducted at a minimum with three
professional references, at least one of which must be a prior
supervisor.
Final candidates with previous employment within the Universities
of Wisconsin and State of WI agencies will be subject to additional
reference checks.
In response to a public records request, the Universities of
Wisconsin will not reveal the identities of applicants who request
confidentiality in their online application, except that the
identity of the successful final candidate will be released. See
Wis.
Stat. sec. 19.36(7).
UW-Stout Polytechnic is committed to providing safety and security
of all members of our community in accordance with the Clery Act.
For campus safety information and crime statistics visit:
https://www.uwstout.edu/life-stout/police-and-parking/clery-information
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment
without regard to race, color, religion, sex, sexual orientation,
gender identity, national origin, age, pregnancy, disability,
status as a protected veteran, or any other bases protected by
applicable federal or State law and UW System policies. We are
committed to building a workforce that represents a variety of
backgrounds, perspectives, and skills, and encourage all qualified
individuals to apply.
