Grants & Contracts Coordinator I (Mechanical & Industrial Engineering)

Apply now Job no:522866
Work type:Staff Part Time
Location:UMass Amherst
Department: Mech & Industrial Engineering
Union: USA/MTA
Categories:Accounting/Finance/Budget

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

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

Essential Functions

Fund Administration:

• Complete management of research accounts in various fund types including grants, contracts, gifts and research trust fund (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. Monitor and assist in the budgeting of the financial accounts within the department and direct oversight of department activities in various fund types, including grants, contracts, gifts, RTF. Manage 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, other universities. Extensive contact with OPAS/OPAM, Procurement, Controller’s Office, Human Resources and other university departments. Act as liaison with sponsors, program managers, sub-contractors and industry.

Personnel:

• Apply university personnel policies and procedures, particularly as they apply 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 REU’s (Research experience for Undergraduates). Use People Soft System to track personnel information, hire, and fund student employees.
• Assist with student and staff time entry.
• PageUp backup for Administrative Officer.

Purchasing:

• Understand and interpret University accounting and procurement procedures and requirements (including University and MHEC contracts). Using the University purchasing system (PS), prepare purchase orders. Prepare contracts for services, including sole-source justification where needed, 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.
• ProCard Records Manager for self: assist in reallocating expenses, reconcile statements and understand 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. Extensive contact with vendors and contractors, Procurement and the Controller’s Office.

Travel:

• Inform new faculty of policies for the University, OGCA, grants, proposal preparation, travel, and reimbursements. Arrange travel, including flight, hotel, transportation and registration for graduate students and visitors, to workshops, conferences. Organize conferences on and off site: process registration payments, coordinate with local and off site hotels for hotel room blocks, rooms for meetings, equipment for meeting, and food on site for meetings and off site at restaurants, as required. Research and prepare contracts and purchase orders with hotels and restaurants for their services. Prepare post conference paperwork: W9’s, payments to vendors, speakers, attendees, and participants.  Plan, schedule and prepare for on-site meetings and workshops with federal and industry sponsors. Serve as Certified Travel Preparer. Assist faculty and students in foreign travel online authorization system.

MIE Department Support:

• Create, update, maintain systems and databases for continuous organization of administrative records using a range of computer, online, and paper systems.  Help promote intra- and inter-office communications by assessing and providing relevant information to Dept Head, Assoc. Dept Head, Admin Officer, and disseminating news and information to faculty, staff and students. Serve as liaison to central office for department personnel & visitors, determining needs, answering and/or routing inquiries to appropriate sources.
• Research and prepare data for major reports and projects with the Dept Head (e.g., accreditation reviews, development projects, alumni surveys, faculty productivity reports, etc.) using internet, databases, locating/collecting documents from multiple sources inside and out of department; formatting and assembling of materials; assisting with presentations, creating pdf’s and other related electronic materials. 
• Work with Dept Head, Assoc. Dept Head, Faculty, and Staff to maintain and update MIE website including posting new information; open searches; seminar announcements; course information; updating faculty web-pages; departmental news and directory information. Work closely with College of Engineering web designer.
• Assist Dept Head, Assoc. Dept Head, Faculty, Staff and students to create, design and print posters.
• Create and distribute the MIE Newsletter.
• Provide administrative support to the Dept Personnel Committee (PC) and Administrative Officer. Initiate and conduct annual PC vote. Respond to requests for meetings, memos, maintaining By Laws, faculty data, and other confidential faculty personnel work. Coordinate the paperwork for major faculty personnel actions: e.g., reappointments, tenures, promotions, Periodic Multi-Year Reviews, etc. Process outside reviewers letters, contact, track and acknowledge responses, prepare reviewer status memo.  Prepare forms, Table of Contents, letters, memos, checklists, etc. for assembly and distribution. Coordinate Annual Faculty Reviews and Student Response to Instruction (SRTI) process. Maintain CV's and other faculty related documents, such as award nominations, consulting agreements and any related support for major faculty personnel actions. 
• Facilitate weekly program seminar series with invited speakers: booking conference rooms, arrange for food, parking, and travel reimbursements as needed. Post announcements on website and community, create slides for monitors, flyers for posting, schedule the group email notification, working in collaboration with other Seminar Program staff. 
• Maintain, update and distribute directory related information on department personnel, new hires, research personnel, visiting scholars, laboratory locations, etc. 
• Perform central office tasks such as mail distribution, maintaining mailboxes and bulletin boards, assisting with express mail and delivery logs, faxes, etc. to ensure communication is maintained and information timely. Maintain telecom database, process phone-related requests serving as Telephone User Group rep, resolving problems. Maintain key/lock/security code database, process and follow up on requests, tracking changes in locks, key cores, and codes for security purposes. Meet, greet and direct department personnel & visitors, determining needs, answering and/or routing inquiries to appropriate sources.

Other Functions

• Attend training sessions, workshops and meetings to develop and maintain skills and knowledge of policies and procedures.
• Hold signature delegation and authority for several PIs. 
• Performs other duties as assigned.

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

• High school diploma or equivalent and two (2+) years of accounting, research administration or related experience. An Associate's degree in accounting, business administration or a related field may be substituted for one (1) year of experience.
• Ability to exercise independent judgment.
• High degree of organizational skills and 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.
• Excellent decision-making skills.

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

Knowledge of university information systems (i.e., Spire, Peoplesoft, Buyways, Summit, APWS, and PageUp).

Work Schedule

• Monday through Friday, flexible schedule between 8:30am through 5:00pm.
• 18.75 hours per week. 
• This is a term-limited, 12-month appointment. 

Salary Information

Grade 15

Special Instructions to 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.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised:Apr 11 2024 Eastern Daylight Time
Applications close:Jul 11 2024 Eastern Daylight Time