Faculty Recruiting Support CICS

Grants & Contracts Coordinator II

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

The Grants and Contracts Coordinator II oversees accounting, budgeting and administrative functions for a group of faculty and Principal Investigators in the College of Information and Computer Sciences. Coordinates the logistics of proposal preparation and the set-up of awards; collaborates with faculty regarding budget projections and fund allocations, initiates personnel changes, monitors expenses, and prepares financial transactions.


Essential Functions


Coordinates the development of research proposals to federal, state and private funding sources.  Provides guidance in the review and interpretation of opportunity announcement documents.  Develops budgets and budget justifications sufficient to support project or program activities and consistent with applicable requirements. Drafts, writes and/or edits proposal documents. Coordinates collaborative proposals with on-campus and off-campus personnel, including subcontracts to and from other institutions.  Prepares and submits timely routing documentation for internal proposal submission approvals.  Coordinates the award set-up process, including any pre-establishment requests.  Facilitates grant renewals, extensions and amendments.  Communicates with sponsors, program managers, subcontractors, faculty and staff at other universities, the Controller's office, and the Office of Research and Engagement.


Advises and collaborates with Principal Investigators on spending and budget activity for a number of fund types, including research grants and contracts, gift, general operating, faculty start-up, RTF, and program income accounts.  Prepares forecasts based on fiscal, academic and grant years, and makes recommendations on staffing and spending changes to keep projects on track.  Verifies and reconciles all account activity on a monthly basis; resolves conflicts and problems associated with financial transactions. Prepares and submits financial status reports; coordinates the annual progress reports.  Coordinates subcontract budgets, invoices and payments; initiates purchase orders for subcontracts.

Advises faculty, researches and students on purchasing and travel policies; oversees ordering of materials and coordinates payments.  Meets with faculty to review travel, deadlines, new funding sources, etc. and adjusts staffing plans as necessary. Reimburses faculty, research staff and students for university related travel and expenses.  Prepares, processes, and tracks appointments for faculty, research staff and students within budgetary parameters of the above projections.  Coordinates PI effort commitments and assists with annual effort certification.  Participates in contract closeout process; compile information for final reports and certificates.


Serves as a liaison for faculty throughout the full life cycle of awards from proposal development to post award administration, award close-out, and award compliance.  Act as liaison between Principal Investigator and the Office of Pre-Award Services (OPAS) for all pre-award/ proposal matters, the Office of Post-Award Management (OPAM) and the Controller's Office for all post-award matters. Be proactive and reactive to problems/concerns and find appropriate and timely solutions.

Attends training sessions, workshops, meetings and conferences to develop and maintain skills and knowledge of policies and procedures.


Other Functions

Performs other duties as assigned.


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

  • 2 years of experience in budgeting, budget analysis, or accounting.
  • Ability to analyze complex situations, identify workable solutions, and effectively balance service with regulatory compliance.
  • Ability to work independently within the college, and to work as a team member with the OPAS, 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 submissions across multiple PIs in a short span of time with frequent interruptions.
  • Ability to maintain accurate records and to prepare summary reports as required.
  • Ability to work effectively, prioritize, and be flexible in a high-paced, high-volume professional environment.
  • Outstanding organizational skills, ability to work on multiple projects simultaneously, capable of self direction, 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. Must have the ability to communicate effectively and serve as a liaison between granting agencies, university administration and the principal investigators. 
  • Intermediate level of experience with Excel and Word and the willingness to learn new technology. 


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

  • Experience in the interpretation and application of regulations pertaining to sponsored programs.
  • Experience preparing/submitting scientific research proposals and budgets under tight deadlines.  Proficient with electronic grants management systems (i.e. grants.gov, NIH eRA Commons, NSF Fastlane, Proposal Central, etc.) and experience with enterprise research administration systems.
  • Ability to interpret and translate programmatic needs into cost effective budget proposals to maximize funding opportunities.
  • 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
  • Associate Degree (in Accounting or related field of study) is strongly preferred. 


Physical Demands/Working Conditions

Typical office environment


Work Schedule

  • 37.5 hours/week
  • 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.


Salary Information

Non-Exempt Staff Salary Grade 16


Special Instructions to Applicants

Please attach a resume, cover letter, and the names and contact information for 3 professional references.

To apply, please follow this link: https://careers.umass.edu/amherst/en-us/job/517047/grants-contracts-coordinator-ii


UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.