Award Setup Specialist

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Closing Date:

06/30/2025

Type of Position:

Sponsored Program AdministrationNo

Job Type:

RegularNo

Institution Name:

University of Arkansas, Fayetteville

Founded in 1871, the University of Arkansas is a land grant institution, classified by the Carnegie Foundation among the nation’s top 2 percent of universities with the highest level of research activity. The University of Arkansas works to advance the state and build a better world through education, research, and outreach by providing transformational opportunities and skills, fostering a welcoming climate, and nurturing creativity, discovery, and the spread of new ideas and innovations.

The University of Arkansas campus is located in Fayetteville, a welcoming community ranked as one of the best places to live in the U.S. The growing region surrounding Fayetteville is home to numerous Fortune 500 companies and one of the nation’s strongest economies. Northwest Arkansas is also quickly gaining a national reputation for its focus on the arts and overall quality of life.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10% of employee salary.

Below you will find the details for the position including any supplementary documentation and questions, you should review before applying for the opening.

If you have a disability and need assistance with the hiring process, please submit a request via the Disability Accommodations | OEOC | University of Arkansas (uark.edu) : Request an Accommodation. Appli­cants are required to submit a request for each position of which they have applied.

For general application assistance or if you have questions about a job posting, please contact Human Resources at 479.575.5351.

Department:

Research Accounting

Summary of Job Duties:

The Award Setup Specialist is responsible for ensuring that the Workday and Streamlyne records of research awards are complete, accurate, and ready for effective award management by the Principal Investigator (PI), the Office of Sponsored Programs (OSP) Award Management Group, and UARK staff who support faculty in the management of their awards.

Key Functions:
• Set up research awards in Streamlyne and Workday.
• Work with Principal Investigators, Division and Department Administration, and Sponsors to provide excellent customer service and resolve complex award setup issues.
• Ensure compliance with relevant regulations, funding terms and conditions, and university policies.
• Stay up-to-date on sponsor requirements, institutional policies, and state and federal regulations.
• Assist the Manager with the development and implementation of policies and procedures related to the award setup process.
• Perform quality assurance activities to ensure data accuracy and consistency.
• Support special projects by understanding project goals and impacts across units or departments and participating as needed.
• Perform other duties as assigned.

Operational Tasks:
• Monitor the OSP Setup Inbox and Triage the in-flow of awards.
• Receive notice of award (NOA) or equivalent documentation and review key information (funding source, award type, billing and reporting requirements, revenue recognition method, etc.).
• Log all new awards in the Award Tracker and update entries until setup is complete.
• Notify the PI, department administrators, compliance offices, and other relevant units that the award has been received.
• Coordinate with Award Managers when information needed for award setup or administration is incomplete or missing.
• Request sponsor setup in Workday from the eRA Specialist, if needed.
• Review Streamlyne to verify all compliance requirements are complete and ensure funding sources are documented for cost share requirements.
• Review budgets to ensure they match the award and all budget information is accurate and complete.
• Change proposal status to "funded" and enter required fields in Streamlyne.
• Enter award, budget, and award tasks into Workday, and attach supporting documentation (e.g., NOA, budget, proposal).
• Update grant and award roles for new hires and terminations.
• Receive and process change requests, including NCTEs, budget revisions, PI changes, supplements, increments, etc.
• Correct data inaccuracies in systems as necessary.
• Send award expiration notifications to the PI, department administrators, and Award Management team.
• Perform other duties as assigned.

Core Competencies:
Analytical Thinking
• Proactively approach problems with curiosity and open-mindedness.
• Independently gather relevant information and break down complex problems into simpler components.
• Manage workload effectively with accuracy and timeliness.

Collaboration
• Develop and maintain relationships across sponsored research stakeholders.
• Communicate clearly with researchers, administrators, and sponsors to support accurate and timely award management.
• Interact with people of all responsibility levels and various funding agencies.
• Uphold high operational standards for quality and service.

Self-Development
• Build knowledge and skills to effectively support internal and external stakeholders.
• Pursue learning and feedback opportunities, and apply insights to improve performance.
• Set and strive for high personal performance standards.
• Demonstrate eagerness to learn new tools and expand functional knowledge.

Regular, reliable, and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.

Qualifications:

Minimum Qualifications:

• Bachelor’s degree in finance, business administration, general business, research administration, or a related field (or equivalent experience)

Applicable equivalencies may be considered on the above qualifications.

• At least two years of experience in fiscal operations and/or grants management

Preferred Qualifications:

• Experience using financial accounting systems, such as Workday.
• Strong organizational skills and attention to detail as evidenced by application materials
• Ability to manage multiple deadlines efficiently as evidenced by application materials
• Effective written and oral communication skills for clear and professional interactions as evidenced by application materials

Knowledge, Skills and Abilities:

• Excellent analytical skills, including the ability to accurately analyze multiple data sets
• Ability to create and maintain collegial, harmonious working relationships with others.

Additional Information:

$ 56,123.00 - commensurate with education and experience.Cover Letter/Letter of Application, List of three Professional References (name, email, business title), ResumeProof of Veteran StatusCrystal Ellis, Strategic Talent Acquisition Specialist, [email protected]

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS  

Please do not send to listed recruitment contact.

Special Instructions to Applicants:

Pre-employment Screening Requirements:

Criminal Background Check, Sex Offender Registry

The University of Arkansas is committed to providing a safe campus community. We conduct background checks for applicants being considered for employment. Background checks include a criminal background check and a sex offender registry check. For certain positions, there may also be a financial (credit) background check, a Motor Vehicle Registry (MVR) check, and/or drug screening. Required checks are identified in the position listing. A criminal conviction or arrest pending adjudication or adverse financial history information alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

The University of Arkansas seeks to attract, develop and retain high quality faculty, staff and administrators that consistently display practices and behaviors to advance a culture that embeds equal opportunity, educational excellence and unparalleled access for all.

The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual orientation, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University’s Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All Application information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity:

N/A

Frequent Physical Activity:

N/A

Occasional Physical Activity:

N/A

Benefits Eligible:

Yes