Title: Grants & Contracts Coordinator II
Executive Area: Academic Affairs
College/School/MBU: Engineering
Department: Dean - Engineering
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Hybrid
Job Summary
Reporting to the Director of Administration and Finance, the Grants & Contracts Coordinator II position will provide specific expertise and support for all post-award activities occurring in the College of Engineering (COE) Dean’s Office. This position requires extensive knowledge of school and university policies, procedures, systems; federal, state, and private grant policies and compliance issues, as well as a high level of discretion when handling confidential material and information.
Essential Functions
Provide comprehensive oversight of post-award grant management, including budget analysis and forecasting, faculty effort tracking, subcontract and purchase order administration, compliance documentation, and end-to-end tracking of newly funded awards from Notice of Award through project closeout.
Interpret and apply principles, rules, regulations, policies, precedents, or other guidelines specific to the assigned research project(s) and its sponsor to resolve problems, answer questions and provide information and advice.
Work with the Research Administration Office (RAO), the Office of Pre Award Support (OPAS) the Office of Post-Award Management (OPAM) and the Controller's Office to respond to problems/concerns and find appropriate and timely solutions.
Work with OPAS/OPAM and the Controller's Office on compliance with federal and private cost and administrative principles (Uniform Guidance, etc.) and assist in preparing and presenting responses to audit findings.
Work with other departments with research grants tied to our faculty to develop processes to provide up-to-date data on grant expenditures and remaining funds (both for a single grant, and for tracking personnel efforts spread across multiple grants). Supports the COE Assistant Dean of A&F to develop fiscal management processes for faculty to expedite paperwork and reduce investigator burden.
Provides pre-award administration support in the absence or overflow from College of Engineering’s Research Development Services as assigned by the Associate Dean for Research.
Manage student employment lifecycle for the COE Research Centers and deans office, including hiring undergraduate and graduate students, processing onboarding and HR documentation (including international student requirements), maintaining tracking systems, and administering weekly payroll.
Manage financial operations and compliance for the Dean’s Office, including expense reallocations and journal entries, corporate card administration and reconciliation, complex travel and reimbursement processing, advising faculty and staff on financial policies, and serving as a primary liaison for financial inquiries.
Other Functions
Perform other duties as assigned or required to meet the research goals and objectives of the RAO, COE and the University.
Contribute toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
Understand and contribute to implementation of school and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
Ability to deal diplomatically with people at all levels, a high degree of personal integrity and discretion, solid decision-making skills, and judgment.
Excellent oral and written communication skills.
Intermediate level of experience with Excel and Word and the willingness to learn new technology.
Minimum Qualifications
High school diploma or equivalent and four (4) years of professional experience in finance/accounting OR an Associate's degree and two (2) years of professional experience in finance/accounting.
Demonstrated 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 Kuali reporting and incremental funding processes.
Knowledge of program administration guidelines for both federal and non-federal funding agencies.
Ability to keep up-to-date on, understand and apply university policies and procedures, as well as the laws, rules and regulations pertaining to grants, contracts, cooperative agreements, sub-awards and subcontracts.
Ability to work independently within the school, and to work as a team member within RAO and with the Office of Pre-Award Services, OPAM and other central administrative units of the university.
Ability to plan ahead, prioritize, and work under pressure in a deadline-oriented environment in which workload ebbs and flows and can require the management of multiple activities across multiple research projects in a short span of time with frequent interruptions.
Ability to maintain accurate records and to prepare summary reports as required.
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.
Preferred Qualifications
Experience in the interpretation and application of regulations pertaining to sponsored programs.
Experience with enterprise research administration systems.
Experience managing finances and/or projects with an institution of higher education, including knowledge of government and fund accounting.
Experience with Cost Accounting Standards and Uniform Guidance requirements.
Certification in Research Administration such as CRA, CPRA, CFRA.
Membership in professional organizations such as SRA and/or NCURA.
Strong math skills, as well as expert Excel spreadsheet 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
Special Instructions for Applicants
Alongside the application, please include your resume and the names and 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.
