Grants & Contracts Coord II

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Work type: Staff Full Time
Campus: UMass Amherst
Department: Elect & Computer Engineering
Pay Grade: 16
Categories: Administrative & Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.


Job Summary

Support the research mission of ECE faculty by coordinating and administering grant and contract proposals and subsequent portfolio of awards in conjunction with the Office of Grants & Contracts.


Essential Functions

  • Ensure effective administrative operations of the research faculty.
  • Coordinate administrative operations, providing support for faculty and staff with an emphasis on high-quality service.
  • Maintain knowledge about the administrative context for grants, including University programs and sponsoring agencies' policies, procedures & guidelines.
  • Interpret, implement, and monitor compliance with Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation (DFAR) clauses, OMB’s Uniform Guidance, and cost accounting standards as well as individual federal, state, local, and private agency guidelines and university policies and procedures.
  • Assist the faculty members as proactive liaison to federal agencies and university offices (e.g., Vice Chancellor for Research, Dean's Office, department head, OGCA, accounting, purchasing).
  • Assist faculty in grant implementation, to include instruction on internal procedures and funding agency compliance, assistance with financial, personnel, payroll, purchasing, and administration of funded awards and instruction on cost-sharing documentation.
  • Prepare personnel paperwork including graduate assistants, post doctoral research associates, research faculty, and other staff as hired. Work with departmental administration on ensuring appropriate procedures are followed
  • Prepare for and coordinate site visits, research meetings, and related activities, and other duties in support  of the PI’s/faculty.
  • Ensure effective fiscal operations.
  • Ensure that funded awards are administered accurately and in compliance with university, federal, and sponsor-specific policies through post-award management of a portfolio of sponsored research funds.
  • Gather information  for faculty regarding feasible funding opportunities.
  • Oversee collection and integration of data into grant contract spreadsheets to provide up-to-date and accurate grant account information, and monitor the flow of funds.
  • Assess research personnel funding by managing appointment continuity within the portfolio of funds
  • Manage and process multiple-account expenditures.
  • Prepare funding forecast overview of all research  projects to assess needs vs. available resources.
  • Research, prepare, document and present costing methods  and budgetary back-up for all federal financial audits (both pre- and post-award).  Maintain grant files and ensure audit-ready records.
  • Collaborate with the faculty about  budget projections and fund allocations
  • Summarize budgets, encumbrances, and expenditures for the faculty.
  • Prepare reports  for data analyses and other  related budgetary issues.
  • Ensure compliance with university, federal, and sponsor-specific fiscal policies.
  • Manage subcontracting procedures
  • Fulfill reporting and deliverable requirements, grant and contract changes, extensions, and amendments.
  • Work with the faculty to ensure that all grant expenditures are reasonable, allocable, and allowable according to OMB and agency guidelines.
  • Work with faculty to identify and resolve budget and compliance issues and reporting requirements.
  • Provide guidance to the bookkeepers, assisting them with complex budget models and supporting documentation.
  • Ensure that the fiscal and administrative aspects of research proposals are prepared and submitted in a manner that supports successful funding outcomes.
  • Manage the logistics of proposal preparation, and track proposal submission information by databases.
  • Assist faculty with the pre-proposal approval process and with proposal development.
  • Develop budgets including personnel and other costs, overhead rates, etc.; prepare budget revisions and related changes required by sponsors.
  • Coordinate scheduling of review through OCGA, interpretation of guidelines and compliance issues, and the identification and resolution of potential problems in proposal submission.
  • Ensure that all proposals meet sponsor guideline requirements, internal policies/procedures, and deadlines.


Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  •  Experience: Minimum of 3 years  experience in financial management, including budgeting, budget analysis, and accounting procedures. Must be experienced with office administration software including word processing, spreadsheets, databases, and willingness to learn new technology skills as needed.
  •  Summit and PeopleSoft financial and query experience helpful
  •  Knowledge of grants and contracts administration preferred (e.g., OMB’s Uniform Guidance and FAR/DFAR guidelines).
  •  The ability to:
  •  develop and maintain cooperative and productive working relationships with faculty, staff, administrators, and funding agency representatives.
  •  create and monitor budgets, analyze data and make accurate projections using business mathematics and basic statistical techniques
  •  work autonomously and make decisions in the absence of PI’s  /faculty•    prioritize tasks, work independently, and take the initiative to improve operations in a collaborative manner.


Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

•    Bachelor's Degree in Accounting, Business Administration or related field of study is preferred.


Work Schedule

M-F: 8:30AM-5PM


Salary Information

Grade 16


UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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Applications close: Eastern Standard Time

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.