Office Associate

About the Role

The Office Associate provides administrative support to the Office of Research and Sponsored Programs (ORSP) at UW-Stout Polytechnic. This role serves as a central resource for office operations, records management, communications, internal funding administration, and event coordination. The position supports compliance tracking, internal grant administration, research-related communications, and institutional research initiatives, ensuring accurate records, efficient workflows, and high-quality customer service. This role contributes to institutional audit readiness by maintaining records, monitoring administrative deadlines, supporting compliance-related communications, and assisting with documentation management.

Key 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 supervision/direction.
• 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.

Requirements & Tech Stack

Minimum / Required

• High School Diploma
• Administrative support experience in an office environment
• Strong organizational skills and attention to detail
• Proficiency with Microsoft Office applications
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines

Highly Desired / Preferred

• Associate degree
• Experience in higher education administration
• Experience with records management, financial processing, or compliance documentation
• Experience coordinating events, trainings, or communications
• Familiarity with SharePoint, database systems, or electronic records management