Under the general direction of the Department Administrator, or designee, the Grant and Contract Specialist II 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.
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
Assist faculty in finding possible funding opportunities
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
Perform other duties as required.
Bachelor’s degree in Business Administration, Finance, or Accounting, or equivalent experience
3 years 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. Knowledge of enterprise financial products
Excellent interpersonal skills (verbal and written) needed to present and communicate effectively with all levels of management.
University of Massachusetts Medical School - 2 years ago