Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


Working Title: Grants Coordinator / Financial Specialist

Job Title: Financial Specialist – UW Job Title Series

DEPARTMENT: Office of Research & Sponsored Programs



SALARY: Competitive salary commensurate with qualifications and experience


1.0 Develops and reviews budgets for all external and internal grant funding at UW- Stout (35%)

1.1. Develop accurate proposal budgets in conjunction with ORSP staff and the Principal Investigator, utilizing federal, state, UW-System budget guidelines, and program/agency specific guidelines.

1.2. Review developed budgets for accuracy including costs aligned to the specific proposal guidelines and university rules.

1.3. Utilize institutional software systems for financial information including salaries, and account information.

1.4. Complete revised budgets for awarded grants and grants awarded as contracts in collaboration with the Principal Investigator and ORSP staff, and agency directions.

1.5. Utilize ORSP database and complete Transmittal Form for securing campus approvals (moving to ImageNow). Prepare total grant for campus approval routing.

1.6. Update the ORSP Budget Information.

1.7. Assist in preparing fiscal reports.

1.8. Work collaboratively with Business and Financial Services (Post-Award) grant accounting office staff and department and college fiscal staff and program assistants regarding grant budgets, submissions and awards.

1.9. Serve as main information source for external and internal proposal budget development.

2.0 Submission Coordinator for External and Internal Proposal Submissions and Awards (25%)

2.1. Prepare grant submissions in accordance with program guidelines, working with the proposal author (PI) and Director of ORSP.

2.2. Work closely with faculty in the development of the proposal, guiding them through the process and maintaining timeline.

2.3. Monitor upcoming grant submissions through internal “upcoming deadline” document, securing and reviewing guidelines.

2.4. Prepare completed grant proposals for campus approval process and track during campus approval process.

2.5. Complete all proposal forms listed in grant guidelines.

2.6. Prepare proposal submission documents based on agency and program directions.

2.7. Process all grant awards and denials according to established procedures and requirements.

2.8. Process revisions to agency as needed.

2.9. Using the ORSP database, enter all information as required for proposal submission and award.

3.0 Records Management (10%)

3.2. Maintain current project status on all grants (in development, submitted).

3.3. Complete records required in ORSP grant data base.


4.1. Account administrator for five ORSP’ accounts. Conduct purchases, maintain back-up documents, analyze account balances, verify and reconcile accounts.

4.2. Serve as ORSP contact for ORSP’ accounts, regarding State policies, timelines, and questions.

4.3. Serve as the contact and account administrator for the ATL Student Research Grant program regarding, questions/concerns from student applicants, recipients, dept. budget managers, and faculty advisors. Provide oversight and support to the Student Research LTE when assisting student grant awardees and advisors with grant supply purchases, reimbursements, maintaining current account balances, and requesting and processing final reports from students at the end of the grant period.

4.4. Prepare travel expense reports and reimbursement requests for Research Administrator and other staff.

4.5. Correspond with various outside vendors to procure goods or information.

4.6. Maintain inventory levels.

4.7. Prepare forms and equipment to be sent to Surplus Property.

4.8. Prepare and report monthly copier readings.

Summary of skills required:

  • Ability to work successfully in a deadline driven, time-compressed environment.

  • Ability to work successfully with a wide variety of people to accomplish goals and stay on task.

  • Ability to work at a detailed level with proposal development budgets and directions.

  • Excellent computer skills with Microsoft products, database applications and is willing to learn electronic grant applications software.

  • Functions effectively as a member of a team; exhibits effective customer relations.



  • Experience using Microsoft excel, access, and other software programs
  • Strong communication skills, both written and verbal
  • Bachelor’s degree


  • Experience working with grants
  • Ability to use Image Now
  • Experience in higher education


The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.

UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.

UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.

All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.

Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.

More information about the UW-Stout community and region:

Facts and data about the university:


The normal work schedule for this position is Monday-Friday, 8:00 a.m. to 4:30p.m.

Competitive salary commensurate with qualifications and experience. This position is in the Financial Specialist UW Job Title Series. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan. Benefit details can be found at:

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.

An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the University of Wisconsin System 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).

For campus safety information and crime statistics visit:


Completed applications must be submitted by 11:59 p.m. on 3/31/2019.

Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Please be sure you have included the following documents:

- Cover letter specifically addressing how you meet the minimum and preferred qualifications

- Current resume

- Names and contact information for a minimum of three professional work references

- Unofficial transcripts


Frequently asked questions (FAQs) about our online application system are available via:

If you have questions regarding this position, please contact:

Elizabeth Buchanan

Phone: 715-232-2477


Job Family: Staff