Grants & Contracts Coordinator II

UMass Amherst•Amherst, NY

6d•Hybrid

About The Position

The Grants & Contracts Coordinator II supports Civil and Environmental Engineering financial activity by preparing reports for Principal Investigators, departments, and the Department Head, including departmental centers. The coordinator develops proposal budgets and related documents in accordance with federal and Office of Management and Budget guidelines, works with the Office of Pre-Award Services, Office of Post-Award Management, and funding agencies to support compliant and timely proposal processing, and manages post-award activities for sponsored grants and internal awards. The role provides comprehensive pre-award, post-award, and fund administration. This includes proposal development and submission; budget analysis and forecasting; award setup and closeout; personnel budgeting and hiring-related transactions; purchasing, accounts payable, and bank card administration; travel and conference arrangements; and financial reporting. The coordinator works with faculty, university offices, sponsors, subcontractors, vendors, and collaborating institutions to ensure transactions and awards comply with applicable policies and requirements. The position is based in a standard indoor university office environment, with a hybrid work arrangement available. The regular schedule is Monday through Friday within standard working hours. The position is subject to final budgetary and administrative approval and to the terms and conditions of the University Staff Association collective bargaining agreement.

Requirements

High school diploma or equivalent and four years of professional finance or accounting experience, including at least two years of sponsored-programs and grant-management experience; an associate degree may substitute for two years of the required experience.
Demonstrated post-award financial management experience and ability to analyze and interpret financial information.
Familiarity and experience with grants, contracts, subcontracts, and cooperative agreements.
Knowledge of program administration guidelines for federal and non-federal funding agencies.
Knowledge of Microsoft Excel and Word.
Ability to maintain accurate records and prepare summary reports.
Ability to analyze complex situations, identify workable solutions, and balance service with regulatory compliance.
Strong organizational skills, ability to manage multiple projects simultaneously, self-direction, and flexibility in a fast-paced, high-volume professional environment.
Ability to deal diplomatically with people at all levels, with personal integrity, discretion, sound decision-making, and judgment.
Ability to work extra hours with little or no advance notice.

Nice To Haves

Knowledge of and experience with all aspects of accounting procedures.
Initiative in carrying out assignments and understanding and applying departmental, university, commonwealth, and funding-agency policies and procedures.
Ability to work effectively with on-campus offices, including OPAS, OPAM, Procurement, HR, and the Controller's Office, as well as off-campus organizations, agencies, collaborating institutions, vendors, and industry sponsors.
Ability to learn and use new software and hardware in a rapidly changing environment.
Knowledge of office administration and ability to prioritize and balance tasks in a demanding environment.
Ability to track and manage multiple deadlines.
Ability to write, coordinate, and compile reports and correspondence using correct policies and procedures.
Ability to work with minimal supervision and exercise independent judgment.
Excellent oral and written communication skills.

Responsibilities

Interpret requests for proposals and solicitations, apply sponsor and institutional financial policies, and develop, revise, review, and submit proposal budgets and justifications.
Review proposal budgets, memoranda of understanding, internal processing forms, proposal narratives, and supporting documents for accuracy and compliance.
Submit proposals through grant accounting systems, including Kuali, NSF Fastlane, and Grants.gov, and advise faculty about guidelines, formats, and missing submission documents.
Assist with proposal development for the Department Head, guide new faculty through proposal development, and arrange their OPAS and Fastlane access.
Coordinate collaborative proposals and subcontracts; determine whether project participants are subcontractors, consultants, or vendors; and administer cost-sharing policies when applicable.
Manage award establishment and pre-award requests with OPAM and the Controller's Office; facilitate renewals, extensions, and amendments; and prepare financial status reports.
Manage subcontract budgets, invoices, payments, and purchase orders.
Oversee post-award grant management, including budget analysis and forecasting, faculty effort tracking, compliance documentation, sponsor expenditure reporting, and award tracking from notice of award through closeout.
Manage grant, contract, gift, and RTF accounts; prepare budget projections; interpret fund spending rules; and ensure expenditures are reasonable, allocable, allowable, and compliant.
Track encumbrances, expenditures, and indirect costs; reconcile account activity; resolve financial and compliance issues; and manage grant re-budgeting with the Controller's Office or research accountants.
Prepare contracts for services and collaborate with the department Director on joint accounting activities, including overhead transfers, split funding, gifts, and President's Office grants.
Serve as liaison with sponsors, program managers, subcontractors, industry, and other universities.
Apply university personnel policies to grants and contracts; prepare personnel budget forecasts; and initiate and track appointments, reappointments, compensation, and student hiring.
Process financial documents for Research Experience for Undergraduates and use PeopleSoft and/or SUMMIT to track personnel, hire employees, and fund student employees.
Interpret university accounting and procurement procedures; use UPST to prepare purchase orders; prepare service contracts; and process and track invoices, vouchers, orders, and payments.
Serve as Bank Card Manager for self and assigned faculty; assist with expense reallocations and reconciliations; reimburse faculty and students; and prepare disbursement vouchers and business expense forms.
Research prices, encumber funds, and order equipment, supplies, and services; follow up on and resolve vendor and accounts-payable issues, including returns.
Assist faculty and students with domestic and international travel authorization and arrange travel for graduate students and visitors.
Organize conferences and meetings, including registration payments, hotel blocks, meeting rooms, equipment, food, contracts, purchase orders, and post-conference vendor and participant payments.
Plan and prepare on-site meetings and workshops with federal and industry sponsors.
Attend training sessions, workshops, and meetings to maintain skills and knowledge of policies and procedures.
Hold signature delegation and authority for department faculty Principal Investigators.
Perform other duties as assigned.