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Grant Admin Specialist

Company: Pharmacy Society of Wisconsin
Date Posted: December 15, 2017

Pharmacy Society of Wisconsin Grant Admin Specialist

The Pharmacy Society of Wisconsin (PSW) is a professional membership association for pharmacists, pharmacy technicians, student pharmacists, and pharmacy businesses. Based in Madison, PSW serves over 4,000 members across the state. Our mission is to provide a unified voice, resources, and leadership to advance the pharmacy profession and improve the care of patients. We are currently seeking a full time professional to join our team.

The PSW Grant Admin Specialist role will support grant funded projects and PSW contract work, including pharmacy networks, pharmacist credentialing, and corporate memberships. The individual in this role will report directly to the PSW Vice President of Professional and Educational Affairs and will work closely with and be responsive to a variety of other PSW staff members, including the Vice President of Health Care Quality Initiatives, the Senior Manager of Membership & Events, and the Manager of Practice & Population Health Initiatives.

Position Responsibilities

  • Track terms and conditions of grants and contracts and manage funded grants by meeting with project teams regularly to ensure projects are meeting proposal conditions, facilitating the compilation of data and reports as required by funder(s)
  •  Assist with the writing of reports and generating certification/accreditation/training data reports for funders and other stakeholders, maintaining historical records to ensure grant compliance
  • Identify and implement administrative procedures and systems to streamline processes for grant funded projects and reporting requirements
  • Work with team to develop and submit budget modifications, and reconcile payments for close out of grants
  •  Work closely with funding partners to document staffing resources and submit invoices for payment, completing reconciliation and compiling supporting information for submitted invoices
  • Perform basic bookkeeping tasks to include billing, filing, reporting, and reconciliation
  • Prepare invoices for corporate members, process membership lists, communicate membership renewals to pharmacy professionals
  • Support membership contact and accounting data quality assurance by pulling and analyzing reports and reconciling information
  • Support the maintenance of pharmacy networks for project work, including supporting staff site visits for quality assurance
  • Provide outstanding membership services over phones, through email
  • Support the scheduling of meetings and formulation of meeting agendas to facilitate member engagement; take meeting minutes and provide follow-up communication as needed
  • Work with team on execution of events and conferences related to grant supported activities (small amount of travel required)
  • Other activities as assigned

Skills Needed

  • Bachelor’s degree preferred; experience with bookkeeping or project management
  • Proven success in developing efficient procedures, managing the administration and compliance of procedures, experience in grant administration preferred
  • Advanced skills with Microsoft Office (Outlook and Word; proficient in Microsoft Excel for report manipulation, data analysis, and function calculations)
  • Effectively communicate (written and verbal) with employees of all levels, vendors, board members, stakeholders
  • Maintains confidentiality
  • Exemplary member/customer service skills
  • Able to work independently with support and oversight, team player


Paid vacation and holidays, summer hours, retirement plan, health and dental insurance, long term disability and life insurance, bonus opportunity, and free parking!

To apply, send a cover letter (including salary expectations) and resume to