Grants & Contracts Coordinator II

Title: Grants & Contracts Coordinator II

Executive Area: Academic Affairs

College/School/MBU: Engineering

Department: Mech & Industrial Engineering

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

In support of Mechanical and Industrial Engineering (MIE) financial activity, prepare reports for Principal Investigators (PIs), departments, and Department Head including the centers within the department. Develop and prepare budgets and documents for proposal processing following federal and Office of Management and Budget (OMB) guidelines. Work with Office of Pre-Award Services (OPAS) and Office of Post-Award Management (OPAM) and funding agencies to assure compliance and timeliness of proposal budget process. Manage post-award activities on sponsored grants and internal awards.

Essential Functions

GRANT AND CONTRACT ADMINISTRATION:

Interpret Request for Proposals (RFP) and solicitations for proposal development. Implement sponsor, university, commonwealth, and federal financial policies for proposal submission and award processes. Develop proposal budgets and justifications according to agency requirements; revise budgets per agency request.

Review and check the final budgets and the Memorandum of Understanding. Organize the division of overhead return for multi-principal investigator grants and check internal processing form for accurate information. Submit proposals through grant accounting systems such as Kuali, National Science Foundation Fastlane, and Grants.gov.

Advise faculty of new guidelines relating to proposal submissions. Prepare and submit proposal budgets electronically. Advise faculty regarding proposal format compliance. Review proposal narratives for clarity and guideline requirements. Verify that all documents are in place for proposal submission to OPAS. Advise faculty of any missing documents that are required before submitting to OPAS.

Assist with grant proposal development for the Department Head when requested. Inform and guide new faculty in the process of proposal development. Set new faculty up for OPAS and Fastlane access.

Coordinate preparation and submission of collaborative proposals with other on- and off-campus personnel, including MIE subcontracts to other institutions. Interpret whether a participant in a project is a subcontractor, consultant, or vendor; provide this interpretation to the PI during the proposal process. Organize and follow cost-sharing policies if applicable.

Manage the award process, including any pre-award/pre-establishment requests, through OPAM and the Controller's Office to account set-up. Facilitate grant renewals, extensions, and amendments. Prepare and submit financial status reports for faculty as required by the grant or contract. Manage subcontract budgets, invoices, and payments; initiate purchase orders for subcontracts.

Fund Administration

Manage research accounts in various fund types including grants, contracts, gifts, and RTF. Prepare budget projections based on fiscal, academic, and grant years. Prepare financial status reports for faculty. Interpret spending rules for each fund type and inform faculty of spending guidelines and policies. Review budgets to ensure compliance with funding agency regulations and institutional requirements. Ensure that all grant expenditures are reasonable, allocable, and allowable according to OMB and agency guidelines.

Prepare overall budget forecasting to meet the Principal Investigator’s needs in budget planning and projections for their research, tracking encumbrances, expenditures, and indirect costs. Work with faculty to identify and resolve budget and compliance issues. Verify and reconcile all account activity; resolve conflicts and problems associated with financial transactions. Mange re-budgeting of funded grants with the Controller’s Office /research accountants.

Prepare Contract for Services including sole source justification as applicable. Collaborate with department business manager on joint accounting activities, such as overhead transfers, split-funding, gifts, President's Office grants, etc. Act as liaison with sponsors, program managers, subcontractors, industry and other universities.

Personnel

Apply university personnel policies and procedures relevant to grants and contracts. Prepare personnel budgeting forecasts, applying changes to salaries, fringe rates, and indirect costs as appropriate. Initiate and track appointments, re-appointment, and compensation for faculty, research assistants, and undergraduate student hires. Process financial documents for Research Experience for Undergraduates (REUs). Use PeopleSoft System and/or SUMMIT to track personnel information, hire, and fund student employees.

Purchasing

Understand and interpret University accounting and procurement procedures and requirements (including University and Massachusetts Higher Education Consortium contracts). Use the University purchasing system (UPST), prepare purchase orders. Prepare contracts for services, obtain signatures, process, and track invoices. Process accounts payable including invoice and voucher processing, order and payments, follow-up, problem resolution, and return processing with vendors.

Serve as Procard Records Manager for self and assigned faculty. Assist in reallocating expenses, reconciling statements and understanding requirements, restrictions, and procedures associated with the card. Reimburse faculty and students for university-related purchases. Prepare disbursement vouchers and business expense forms. Research prices, encumber funds for and order equipment, supplies, and services.

Travel

Serve as Certified Travel Preparer. Assist faculty and students in foreign travel online authorization system. Arrange travel, including flight, hotel, transportation and registration for graduate students and visitors, to workshops and conferences.

Organize conferences and process registration payments. Secure hotel room blocks, meeting rooms, equipment, and food for meetings on- and off-site. Research and prepare contracts and purchase orders with hotels and restaurants for their services. Prepare post-conference paperwork including W9’s, payments to vendors, speakers, attendees, and participants. Plan, schedule and prepare for on-site meetings and workshops with federal and industry sponsors.

Other Functions

Attend training sessions, workshops and meetings to develop and maintain skills and knowledge of policies and procedures.

Other Functions

Perform other duties as assigned.

Minimum Qualifications

High school diploma or equivalent with four (4) years of professional experience in finance/accounting, including at least two (2) years of experience in sponsored programs and grant management. An Associate's degree may be substituted for two (2) years of the required experience.

Demonstrated post-award financial management experience; ability to analyze and interpret financial information.

Familiarity and experience with a range of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements.

Knowledge of program administration guidelines for both federal and non-federal funding agencies.

Knowledge of Excel and Word programs.

Ability to maintain accurate records and to prepare summary reports.

Ability to analyze complex situations, identify workable solutions, and effectively balance service with regulatory compliance.

Outstanding organizational skills; ability to work on multiple projects simultaneously; capable of self-direction. Ability to work effectively and be flexible in a high-paced, high-volume professional environment.

Ability to deal diplomatically with people at all levels, a high degree of personal integrity and discretion, solid decision-making skills, and judgment.

Preferred Qualifications

Knowledge of and experience with all aspects of accounting procedures.

Ability to take initiative in carrying out assignments, and in understanding and applying departmental, university, commonwealth and/or funding agency policies and procedures.

Ability to work effectively with both on-campus offices, such as OPAS/OPAM, Procurement, HR and the Controller's Office as well as off-campus organizations, federal and state agencies, collaborating institutions, vendors and industry sponsors.

Ability to learn and use new software and hardware in a rapidly changing environment.

Knowledge of office administration; ability to prioritize and balance work tasks in a demanding environment.

Ability to track and manage multiple deadlines.

Ability to write, coordinate and compile reports, correspondence, etc. using correct policies and procedures.

Ability to work with minimal supervision, and to exercise independent judgment.

Ability to work extra hours with little or no advance notice.

Excellent oral and written communication skills.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday within standard working hours.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 16

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.