Administrative Support Specialist - Compliance

Job description

Posting Number:


Internal Recruitment:


Working Title:

Administrative Support Specialist - Compliance

Anticipated Hiring Range:

$42,000 - $47,000

Work Schedule:

8:00am - 5:00pm, Monday - Friday, Overtime as required to meet established deadlines

Job Location:

Raleigh, NC


Sponsored Programs and Regulatory Compliance Services (SPARCS)

About the Department:

The Office of Sponsored Programs and Regulatory Compliance Services (SPARCS) is a central office within the Office of Research and Innovation (ORI) that supports faculty in preparing and submitting proposals for external funding; supports and manages a distributed administrative environment including research offices in the colleges and departments; manages extramural awards; negotiates funding contracts with private and public funding agencies; manages compliance with federal, state, and NCSU regulations concerning human subjects, animal subjects, conflict of interest, conflict of commitment, and the responsible conduct of research; manages NCSU’s approved Centers, Institutes, and Laboratories; and trains University personnel in many phases of research administration.

Essential Job Duties:

  • This position will be responsible for maintaining electronic compliance records, performing data entry, and generating periodic alerts and reports from current SPARCS data management and tracking systems used for Responsible Conduct of Research training, Conflict of Interest disclosures, Notices of Intent, and Export Control compliance. Position is responsible for managing general email accounts for RCR Administrator, COI-NOI Compliance, and Export Controls Compliance and responding to general and routine compliance related inquiries. Position will also assist in developing improved systems by identifying system faults and testing new methodologies.

Responsible Conduct of Research Training:

  • Monitor enrollment and completion of CITI RCR training as well as alternate training courses, such as approved face-to-face RCR courses and maintain accurate documentation of same utilizing established procedures
  • Maintain list of approved face-to-face RCR courses
  • Run monthly queries and enroll/notify individuals who must renew RCR training.
  • Draft/revise auto-generated email notifications and prepare in html code
  • Liaise with OIT/ Enterprise Application Services regarding auto-generated notices and checklist compliance protocol applications
  • Liaise with designated Graduate School staff regarding RCR training program
  • Provide RCR CITI training access information and sign-in technical support
  • Ensure the accuracy of RCR enrollments and adherence to NCSU RCR SOP
  • Run PS reports to check for compliance and monitor deadline dates
  • Communicate lack of compliance and potential consequences where student is not compliant
  • Generate regular reminders to students, colleges and departments about enrollments, completion of course and lack of response by students
  • Provide Management with monthly overview reports of enrollment, completion, and incomplete training
  • Inform IT personnel of technical issues that impact operations
  • Manage RCR-Administrator email account and provide prompt/accurate responses to routine inquiries
  • Maintain electronic file system for records maintenance
  • Website Support: Assist in developing, updating, and maintaining accurate/useful content on SPARCS website

Conflict of Interest/Notice of Intent:

  • Become proficient user of COI/NOI module in RED system
  • Liaise with Points of Contact (POCs) across campus and the technical team to set up and maintain accurate Reviewer view/approval access and user COI flags in RED system as needed for personnel at department, college, and university levels
  • Monitor PHS required training and PHS COI alerts identified through RADAR/RED-PT/AT
  • Generate reminder to each person required to complete PHS FCOI training and/or COI disclosure
  • Record completion of individuals’ FCOI training in NEEDLES or other identified system upon receipt of proper documentation
  • Follow up with necessary individuals to make sure required items are completed in the designated time frame to ensure compliance with PHS regulations.
  • Monitor automatic email alerts for No COI on File generated by RADAR/RED-PT/AT
  • Generate reminders for incomplete COI disclosures and follow up until completed
  • Monitor automatic email alert – PHS funding w/ Management plan
  • Send notice to Research Compliance Administrator for review of management plan
  • Generate monthly overview statistical reports for Management detailing status of disclosures and management plans.
  • Development of forms and email templates
  • Field Help Desk calls related to accessing/using COI/NOI module in RED as well as general questions
  • Manage COI-NOI-Compliance email account and provide prompt/accurate responses to routine inquiries
  • Accurately maintain the established electronic file system for records maintenance and make suggestions for improvement
  • Website Support: Assist in developing, updating, and maintaining accurate/useful content on SPARCS website

Export Controls:

  • Position will be responsible for providing International Travel Briefings in support of the university’s Export Control and Facility Security compliance programs.
  • Receive email notifications from Travel Accounting of all international Travel Authorization Requests submitted by university faculty and employees
  • Organize notices by scheduled travel departure date.
  • Between 2-4 weeks prior to departure, generate an email Travel Briefing directly to the traveler providing information on Export Control regulations, State Department information, travel safety and security, and restricted parties
  • Monitor and respond to “last minute” submissions
  • Manage Export Controls email account and provide prompt/accurate responses to routine inquiries
  • Database Support: Assist Export Control personnel by updating and monitoring a database to track activities such as Technology Control Plans, * Export License Applications, Export License Exceptions, MCTD Agreement Use, etc.
  • Website Support: Assist in developing, updating, and maintaining accurate/useful content on SPARCS website.

Other Responsibilities:

  • Other duties as assigned.

Minimum Experience/Education:

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Other Required Qualifications:

  • The person in this position should possess:
  • Excellent organizational and communication skills;
  • Be able to perform well with regards to deadlines;
  • Be detail oriented and have a solid commitment to accuracy in all tasks;
  • Have working knowledge of Google applications;
  • Have a high level of computer competency, especially with spreadsheet, database and word processing software.

Preferred Qualifications:

  • Experience working in a university or research environment.
  • Experience in a customer service or help desk role.
  • Demonstrated ability to handle confidential information responsibly.

Required License or Certification:


Valid NC Driver's License required:


Commercial Driver's License Required?:


Job Open Date:


Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.):


Special Instructions:

Applicants should upload to their application and the following:

  • Cover letter
  • Resume
  • Contact information of three professional references, including email addresses and phone numbers.

Please make sure the work history listed on your application matches the work history listed on your resume.

Position Number:


Position Type:


Position Classification Band Title:

Administrative Support Specialist

Position Classification Band Level:


Position Classification Salary Range:

$31,200 - $53,083

Salary Grade Equivalency:


Alternate Option:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Full Time Equivalent (FTE) (1.0 = 40 hours/week):



12 Month Recurring

Mandatory Designation - Adverse Weather:

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events:

Non Mandatory - Emergency Event

Time Limited Position:


Is this position partially or fully funded on ARRA stimulus monies?:


Department Id:

060101 - Office of Research & Innovation (ORI)


NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at or equivalent service. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 2/20/2021
Application Due: 2/26/2021
Work Type: Full Time