Grants Operations Associate

Position Description:

Position Description:

Are you passionate about research and looking for a role that combines operational excellence with supporting scientific discovery? If you're a detail-oriented professional eager to enable groundbreaking work in an academic and research-driven environment, the Department of Neurosurgery Research at the Medical College of Wisconsin (MCW) is the perfect fit for you!

As the Grants Operations Associate, you'll play a vital role in ensuring smooth and compliant operations for faculty and researchers managing impactful grant-funded projects. This position blends organizational support with hands-on financial and administrative tasks, providing a unique opportunity to contribute to the advancement of health sciences. You'll contribute to everything from grant preparation to purchasing, compliance and reporting, working closely with investigators to bring their innovative ideas to life.

Key Responsibilities:

1. Research Purchasing and Reimbursements:
• Handle the full lifecycle of purchasing for research labs, including securing approvals, coordinating with vendors, tracking shipments, and ensuring timely delivery of supplies.
• Assist faculty in scheduling and booking grant funded travel, including verification of allowability per grant guidelines and availability of grant funds.
• Process expense reimbursement requests, gathering supporting documentation as needed to ensure alignment with MCW and grant guidelines.
2. Maintaining Grant Compliance and Documentation:
• Maintain and regularly update faculty Other Support documents
• Work with faculty to update biosketches, editing and customizing as needed for each grant submission.
3. Grant Expense Monitoring and Reporting:
• Generate grant spending reports and distribute the reports to faculty and research coordinators for review.
• Prepare cost transfer requests to redistribute costs when needed
• Update grant forecast workbooks with actual spending totals monthly.
4. Grant Preparation and Submission Support:
• Assist in the preparation of grant proposals, ensuring timely and accurate submissions.
• Participate in proposal planning teams for complex projects, coordinating collection, review and revision of supporting documentation (e.g., biosketches, letters of support) from internal and external collaborators.
• Provide proactive communication and updates to faculty and stakeholders to keep projects on track.
• Use grant online submission tools such as ASSIST and Workspace to populate grant applications.
• Prepare final PDF versions of proposal documents and assemble proposal attachments as needed.

Preferred Schedule:



M-F, flexible hours within business hours

Position Requirements:

Position Requirements:

Education:

• Bachelor's Degree required.

Experience:

• Minimum of 2 years in administrative, financial, or grant-related roles.
• Experience with purchasing, compliance, or academic research support preferred.

Skills:

• Proficiency in basic Excel, Microsoft Word and Adobe Acrobat.
• Strong organizational, analytical, and communication skills.
• Ability to manage competing priorities and maintain attention to detail.
• Familiarity with federal funding agency guidelines, including NIH, is a plus.
• Familiarity with Workday or similar ERP systems is a plus.

What to Expect:

This is a unique opportunity for someone with a passion for supporting research and operational coordination. In this role, you'll be at the heart of our mission, helping researchers focus on their scientific contributions while you handle the administrative and financial details. Here's what you can look forward to:

• Comprehensive Grant Support: From pre-award preparation to post-award reporting, you'll ensure grants are managed effectively and in compliance with funding agency requirements.
• Collaboration with Researchers: Work closely with faculty to provide operational and financial support, enabling them to focus on their research goals.
• Professional Growth Opportunities: With MCW's supportive culture, you'll have opportunities to advance within the grants operations team, taking on more responsibility as you gain experience.
• Dynamic Work Environment: Tackle diverse tasks, from creating grant reports to managing purchasing logistics, in a role that adapts to the evolving needs of a fast paced and growing department.

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Wellness Reimbursement
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community.

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MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination


The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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