Research Administration Internship with Office of Sponsored Programs

Research Administration Internship 

University of Idaho, Office of Sponsored Programs 

Location: University of Idaho, Moscow, ID

Work Arrangement:  In-Person

Dates of Internship: ‘Date of Hire’ to End of Spring Semester, Summer Session Term possible dependent on budget availability 

Working days/hours: TBD (15-19.5 maximum hours a week) flexible days between Monday-Friday, aligned with OSP schedule and University operating hours 8am-5pm 

Pay Rate: $12.50 to $13.50/hour 

Work Study Eligible: No  

Eligibility: Current full time University of Idaho undergraduate students or incoming and current graduate students, with a minimum 3.0 cumulative GPA   

 Research and administering sponsored programs is a team effort that goes beyond the field, classrooms and laboratories. At the University of Idaho, the Office of Sponsored Programs (OSP) is an integral part of that team. OSP works to secure external support for faculty, staff and student research efforts, as well as instruction.  Our work includes outreach, proposal and award processing, oversight of regulatory and fiscal compliance, audit and financial management, institutional endorsement (signature authority) and ensuring that the university has adequate standards for managing award funding. 

Internship Description: 

The selected applicant(s) will be matched with a focus area (also referred to as ‘track’) based on both the applicant’s desired focus area and OSP unit needs.   

Below is a list of focus areas that apply to Sponsored Programs positions: 

Data Management:  This area encompasses data analysis and data management.  Projects and assignments may include drafting data governance plans, conducting data inventory schedules and creating naming/storage conventions, and developing data storage models.    

Pre-Award Administration:  Covers policies and procedures for proposal review and compliance, proposal development, submission, and budgeting. 

Post-Award Administration:  Focuses on grant and contract management, accounting administration, program implementation, compliance and federal regulations.  

Finance: Non-Profit, organizational and research project budgeting, expense allowability, invoicing, auditing, general accounting standards, federal financial compliance and reporting. 

Internship minimum qualifications: 

Not to be done while coinciding with additional internship, or other campus employment.  

Current full time University of Idaho undergraduate students or incoming and current graduate students, 3.0 cumulative GPA minimum 

Internship desired qualifications:  

Strong faculty recommendations and good academic standing.  

Prior work experience 

Proactive Engagement: Interns are expected to take initiative in their tasks and seek clarification when needed 

Attention to Detail: Accuracy in documentation and reporting is crucial, as errors can have significant implications  

Adaptability: Interns should be flexible and willing to adjust to changing priorities and workloads 

Professionalism: Maintain a professional appearance and demeanor in all communications and interactions within the office and with external stakeholders 

Learning Objectives:  

Backlog Management: Gain insights into the processes and strategies for managing and reducing backlogs in various units, including pre-, post-, and financial unit tasks. 

Data Analysis Skills: This training is specifically designed to equip you with practical skills in analyzing workload metrics and backlog data using tools like VERAS and Banner. The hands-on experience you gain will not only prepare you to set goals based on unit needs and your specialization, but also make you feel competent and ready to handle real-world data analysis tasks 

Agreement Review Proficiency: This training is designed to give you hands-on experience in the steps involved in contract review, including reading, note-taking, drafting redlines, and preparing final agreements for signature. By taking this practical approach, you will not only gain confidence and proficiency in your contract review skills, but also feel ready to apply them in real-world scenarios 

Financial Reporting Knowledge: This training is aimed at providing you with practical knowledge of financial reporting requirements, including invoicing per sponsor terms, reconciliation of funds, and completion of federal forms. With this practical knowledge, you will not only feel competent, but also ready to handle financial reporting tasks with confidence 

Compliance and Risk Assessment: Understand the importance of compliance reviews and risk assessments and learn how to conduct them effectively 

Organizational Skills: Enhance organizational skills through email sorting, task logging, and maintaining organized records in various systems 

Collaboration and Communication: Develop collaboration skills by working with unit leads and interns to address backlog tasks and improve data integrity 

Project Management: Learn management techniques by managing overdue project reports and tracking proposals, ensuring timely task completion 

Position Expectations by Focus Area: 

Pre-Award Responsibilities: 

Monitor and organize pre-award emails and proposal acknowledgments. 

Track proposals that have been declined and manage awards without proposals. 

Assist with proposal reviews 

Post-Award Responsibilities: 

Manage overdue project reports 

Assist with task logging and email sorting 

Support the closing of proposals for denied funding 

 Assist with compliance reviews and document processing 

Ensure consistency and accuracy of records 

Perform sponsored project management tasks as assigned 

Financial and Accounting Unit Support: 

Help with the setup of invoicing per sponsor terms 

Assist in the reconciliation of funds and preparation of financial reports 

Process closeout modifications and complete additional processes for closeout 

Assist with costing compliance reviews and processes 

Ensure consistency and accuracy of records for retention purposes 

Data Management: 

Develop data governance models 

Assist in creating Standard Operating Procedures (SOPs) related to data management 

Ensure consistency and accuracy of records for retention purposes, including purging records beyond their retention date and preparing and transferring or storing records for their scheduled retention period 

Update data in the electronic research administration (ERA) system 

Long-term engagement:  This role offers a progressive employment pathway. The program intent is to incentivize interns to continue their tenure in OSP throughout their academic journey. They may receive rehiring offers at the beginning of each academic year, with the opportunity for pay raises, added responsibilities, and new titles to provide further motivation.  

Interested applicants must submit:  

Resume 

Statement of Interest (Cover Letter).  Please include your preferred focus area. 

Referral letter from University of Idaho faculty or staff member, or former employer 

Intended in-office schedule for the position (up to 19.5 hours per week) and intended or available start date 

For inquiries, please email Cindy Chipman at cchipman@uidaho.edu.  

Selection Process: 

Applications will be reviewed by an ORED employee committee who will evaluate submitted materials and check references 

Finalists will be notified, and scheduled for an interview 

If offered a position, a background check and required employment paperwork through Human Resources will be required