Grants & Contracts Coordinator I (Partnership for Worker Education - Hybrid Opportunity)

Apply now Job no:522238
Work type:Staff Full Time
Location:UMass Amherst
Department: Human Resources
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.  

The Partnership for Worker Education (PWE) is a long-standing and innovative collaboration among the University, and the following staff unions: AFSCME, USA/MTA, and PSU. The Grants and Contracts Coordinator will support post-award financials, course registration, and office management for the Partnership for Worker Education program.  

Essential Functions   

• Prepares post-award purchase orders and process post-award vendor certifications.  
• Prepares post-award staff and graduate employee personnel appointments.   
• Assists with the preparation of project finance and effort reports.  
• Assists in the organization of events and meetings. 
• Tracks line-item balances. 
• Maintains ProCard expenses by grant account. Runs timely PeopleSoft Finance reports to reallocate ProCard and other expenses, prior to Controller Office submission of funder invoices. 
• Maintains systems and databases for administrative records. 
• Processes staff travel reimbursements. 
• Communicates with project directors regarding expense requests, providing background pricing research as needed. 
• Engages in on-going communications with vendors, contractors, Procurement and the Controller’s Office. 
• Prepares contracts for services, including sole-source justification where needed, obtain signatures, process and track invoices. 
• Serves as PWE Telecom Rep and IT issues troubleshooter. 
• Maintains office supply inventory and orders supplies. 
• Attends to office maintenance issues via online work order submissions. 
• Hires and oversees office work-study students. 
• Helps update the PWE website using Drupal software. 
• Sets positive and supportive tone for the office. 
• Oversees routine office functions. 
• Supports Respectful Workplace course: assists in new employee outreach, manages online registration, generates rosters for instructors, updates participant training records in HR Direct .
• Books conference rooms as needed. 
• Orients new teachers to office procedures. 
• Creates course attendance sheets and tracks PWE participant attendance.  Assists teachers with learner certificates. Provides end-of-year documentation templates to teachers.  
• Creates Excel template with current semester classes. 
• Oversees work-study data entry of participant registration. 
• Sends out individual and group class confirmations. Assists with targeted release time requests. 

Other Functions

Performs other duties as assigned.

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

• High School Diploma and three (3) years’ full-time or equivalent part-time experience in administrative work. An Associate’s degree in accounting, business administration, business management or related may be substituted for two (2) years' of experience.   
• Excellent knowledge of financial practices, with the ability to develop and prepare budgets, ability to maintain financial records and prepare reports from those records, including advanced use of MS Excel.  
• Excellent ability to work productively within a highly cooperative and collaborative work environment.  
• Good oral and written communication skills, with the ability to interact effectively with a diverse population of campus staff and off-campus constituents.  
• Extensive organizational skills and attention to detail with the ability to complete assignments in a timely manner.  
• Excellent organizational skills; ability to work independently after receiving instructions. 
• Strong computing skills: standard word processing and spreadsheet packages (MS Word/Excel), and willingness to learn new programs such as Drupal. 
• Ability to create and manipulate spreadsheets including creating computational formulas, sorting data, and formatting for reports. 
• Ability to perform mathematical computations accurately. 
• Ability to demonstrate initiative, and to prioritize tasks.

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

• Knowledge of current University policies, procedures and practices related to grant, financial, and personnel functions.    
• Knowledge of office procedures. 
• Knowledge of UMass Amherst financial systems: PeopleSoft Finance, Summit, BuyWays, Spire, PageUp, and HR Direct. 

Physical Demands/Working Conditions  

Typical office environment.  

• Monday - Friday, 8:30am - 5:00pm. 
• 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, therefore.

Grade 15

Special Instructions to Applicants 

Along with your application, please submit a resume and 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:Feb 16 2024 Eastern Standard Time
Applications close:May 9 2024 Eastern Daylight Time