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Category: Accounting & Finance
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Chan Medical School
Department: School - Gene Therapy Center - W405200
Job Type: Full-Time
Salary Grade: 41
Union Code: Non Union Position -W60- Non Unit Professional
Num. Openings: 1
Post Date: Aug. 15, 2024
POSITION SUMMARY:
Under the general direction of the Department Administrator, or designee, the Grant and Contract Specialist I is responsible for performing diversified and complex administrative, financial, and pre and post-award budgetary functions in support of departmental activities, to include both responsibilities for both restricted and unrestricted departmental funds.
This is an open-rank posting candidates will be hired into the level commensurate with their experience.
ESSENTIAL FUNCTIONS:
Grant & Contract Specialist I:
- Monitor post-award activities to insure adherence to sponsor guidelines and all reporting requirements are met. Inform Administrator on budget variances
- Assist with any changes to award budgets and submit necessary paperwork for approval of such actions.
- Set up and maintain computerized accounting system for the accurate management of funds
- Compile financial data for use in forecasting and analysis.
- Assist in the preparation of reports for presentation to federal and sponsoring agencies
- Prepare data for financial reports, budgets, budget and research fund reconciliations, forecasting, analysis, and ad-hoc reports for Administrators and PI”s as needed
- Review terms and conditions of new awards for issues involving allowable costs, re-budgeting and reporting requirements, confidentiality clauses, faculty time and effort monitoring, cost sharing, equipment justification, and ensure compatibility with sponsoring agencies regulations and university policies and procedures
- Monitor contracts, extensions, and amendments with outside vendors, private agencies, and consultants in conjunction with Purchasing and legal offices. Inform Administrator on variances
- Manage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead. Advise Administrator of reporting requirements
- Assist faculty in finding possible funding opportunities
- Assist and participate with Grant Accounting in award termination process to close-out accounts. Notify Administrator of final status
- Monitor Departmental voluntary and mandatory cost sharing
- Provide research and administrative support for special projects; assist in the preparation of data for projects and studies such as updating procedure manuals or analyzing activities compiles statistics
- Process consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expenses
- Participate in the preparation and certification of the annual space and effort documentation
- Participate in the preparation of the Departmental annual operating budget submission
- Perform other duties as required.
Grant & Contract Specialist II:
Duties noted above plus:
- Provide assistance in the management of all pre-award administration, to include, but not limited to, advising Administrator and PI of sponsor guidelines, participation in application assembly, budget preparation, faculty guidance, e-submission processes, UMMS required paperwork, etc. and other administrative requirements for the submission of all federal and non-federal grants and contracts
- Monitor regulatory and compliance requirements for all sponsored research activity, keeping detailed files and a tracking mechanism for annual renewals. Inform Administrator of variances
- Assist in analytical studies of existing or proposed clinical trials to provide the economic basis for management decisions to improve operational/financial performance and to realize productivity improvements
- Monitor all clinical trial funding sources by tracking revenue and expenditure activity and monitoring of trial milestones, identify variances and assist in resolving account variances
- Monitor contracts, extensions, and amendments with outside vendors, private agencies, and consultants in conjunction with Purchasing and legal offices; monitor the contracts for cost effectiveness and quality performance standards
- Prepare data for financial reports, budgets, budget and research fund reconciliations, forecasting, analysis, and ad-hoc reports for Administrators and PI”s as needed. Perform analysis of data as required
- Work with the Administrator, principal investigators, and staff to resolve problems and to optimize the use of funds as required; finalize all expenditure activity of expired grants; deposit checks to any income and service fund accounts
- Manage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead. Advise Administrator and PI of reporting requirements
- Coordinate pre-award submission activity for the department
- Monitor post-award activities to insure adherence to sponsor guidelines and all reporting requirements are met. Inform Administrator and PI on budget variances
- Oversee changes to award budgets and the submission of the necessary paperwork for approval of such actions
- Prepare reports for federal and sponsoring agencies
- Assist and participate with Grant Accounting in award termination process to close-out accounts. Notify Administrator and PI of final status
- Monitor operating expenses, prepare monthly variance-to-budget reports, Departmental voluntary and mandatory cost sharing, and advise the Administrator on reconciliation actions
- Responsible for the process of initiating and submitting payroll personnel action forms related to transfers, funding changes etc. Audit the accuracy of employee payroll data
- Oversee the processing of consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expenses
- May act as an external liaison
REQUIRED QUALIFICATIONS:
Grant & Contract Specialist I:
- Bachelors degree in Business Administration, Finance, or Accounting, or equivalent experience
- 1 year of relevant job experience, or equivalent, preferably in an academic environment.
- Demonstrated ability to analyze and interpret financial documents, such as system reports, at both account and summary levels
- Proficiency with Microsoft Office applications (Word, Excel, Access and, PowerPoint), or similar software applications
- Excellent interpersonal skills (verbal and written) needed to present and communicate effectively with all levels of management.
Grant & Contract Specialist II:
- Requirements noted for GCS I plus:
- 3 years of relevant job experience, or equivalent, preferably in an academic environment.
- Knowledge of enterprise financial products
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HR Blog
UMass Chan Medical School was among 23 companies that stood out as 2023 “DEI champions,” according to The Boston Globe.
“2023 BEST MEDICAL GRAD SCHOOL”
for Primary Care and Research
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