Human Resources Employment Opportunities

Grant & Contract Admin I-IV

Apply now Job no: 507389
Position Type: Staff Full Time
Campus: UMass Boston
Department: Research & Sponsored Programs
Pay Grade: 34
Date opened: Eastern Standard Time
Applications close: Eastern Daylight Time

General Summary: 

The GCA works with the Principal Investigators (PIs) and department business managers to cultivate research proposals; submits research proposals to sponsors; negotiates acceptable award terms; ensures timely set-up of awards; oversees transactions related to grant/contract management; and maintains grant/contract records in compliance with university and research sponsor policies. 

The GCA assists with identifying potential funding sources; preparing and submitting project proposals; preparing and submitting budgets and progress reports; processing and monitoring project expenditures; training of departmental grants staff; and maintaining compliance with university policies and procedures, sponsor requirements, terms and conditions, and federal regulations regarding research involving human and animal subjects. 

Organizational Levels:  The organizational levels in this series include:

  • Grant and Contract Administrator I:  This is the entry-level professional job in this series;
  • Grant and Contract Administrator II:  This is the second-level professional job in this series;
  • Grant and Contract Administrator III:  This is the third-level professional job in this series.
  • Grant and Contract Administrator IV:  This is the fourth-level and senior professional job in this series.

Examples of Duties: 

  • Assist Principal Investigators (PIs) with identifying potential extramural funding sources by responding to requests for applications and obtaining guidelines and forms, aiding the PIs with completing forms and assurance documents, assisting with preparing and negotiating subcontracts; and ensuring proposals meet sponsor format and submission requirements;
  • Assist PIs with processing and monitoring project expenditures by obtaining necessary financial reports, preparing and submitting programmatic reports; and assisting with budgetary forecasting; assist with reporting time and effort commitments;
  • Serve as the primary liaison between PIs and ORSP and other University departments involved with grants administration, such as Procurement, Human Resources and Budget Office to process financial information;
  • Assist PIs with personnel management and office space management and in securing suitable space for research and program activities;
  • Assist PIs to assure compliance with University policies and procedures, sponsor requirements and the relevant laws and regulations in research with human subjects and the care and protection of animals; assist PIs with the timely completion and processing of appropriate forms for the review of research protocols, as well as compliance progress and final reports;
  • Participate in specialized training activities related to sponsored programs and partake in initiatives to improve University business processes related to the conduct of sponsored programs;
  • Establish and maintain awards in PeopleSoft and utilize electronic proposal submission procedures as needed;
  • Maintain procedures for pre-award administration processes and contribute content to communicate to University business managers;
  • Assist with efforts to develop training and web content for pre-award services and contributes information to be communicated to University business managers, as needed;
  • Assist with establishing and documenting procedures for the pre-award administration, as needed;
  • Provide guidance and assistance to other Grant and Contract Administrators and Departmental Research Administrators, as required or requested;
  • Work seamlessly with Post-Award team member(s) to provide excellent service to PIs and Department customers;
  • Perform other duties as assigned

Qualifications: 

GCA I-Required Qualifications:

  • Bachelor’s degree in business, finance or related field or equivalent combination of education and experience.
  • Two to four years of professional experience in sponsored programs in an academic or equivalent setting
  • Ability to navigate and utilize an enterprise-wide system to create or review proposal and award records
  • Ability to navigate and utilize sponsor ERA systems to create and review application and award documentation and forms
  • Use or familiarity with common desktop applications (MS-Office, Adobe Acrobat, Xythos, Googledocs, etc.)
  • Ability to navigate and utilize institutional ERA systems to create and review application and award documentation and forms.
  • Good analytical and problem solving skills
  • Ability to work in a deadline-driven environment
  • Basic ability to present at seminars and workshops
  • Basic ability to identify applicable FOA guidelines
  • Basic ability to identify applicable federal rules regulations and requirements
  • Familiarity with grant recipient and granting agencies policies, procedures, and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards
  • Basic ability to identify applicable institutional policies and procedures
  • Review proposals prior to submission to assess completion and ensure basic format content and requirements.  Advise on proposal guidelines.
  • Identify and route contract/funding instrument type
  • Basic knowledge of different award types and mechanisms
  • Review award documentation and determine corresponding proposal. Extract grant and contract information for project set-up for new awards to ensure compliance with terms and conditions
  • Commitment to consistent customer service
  • Ability to build effective partnerships throughout the university
  • Good communications, interpersonal and organizational skills
  • Ability to follow written and verbal instructions.

 GCA I-Preferred Qualifications:

  • Work experience related to sponsored research administration in an academic or equivalent setting
  • Use or familiarity with PeopleSoft or similar enterprise-wide grant/financial accounting system (Oracle, SAP, Banner, Workday, etc.)
  • Use or familiarity with sponsor ERA systems (eRA Commons, NIH-Assist, Grants.gov, Research.gov
  • Use or familiarity with electronic grant administrative systems (Kuali Research, InfoEd, etc.)
  • Effective analytical and creative problem-solving skills with the ability to prioritize and work under pressure in a deadline-oriented environment.
  • Ability to prioritize competing deliverables and work in a fast-paced environment
  • Demonstrated familiarity with determining program administration guidelines of both federal and non-federal funding agencies
  • Demonstrated familiarity with federal rules, regulations and requirements, including OMB Uniform Guidance (previously A-133, A-21, A-110) Grant Policy Statement, FAR clauses
  • Understanding of grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards.
  • Ability to 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 identify finding funding tools and resources for departments and Pls
  • Review proposals prior to submission to assess completion and ensure basic format content and requirements. Advise on proposal guidelines
  • Review proposals prior to submission to ensure compliance with University and Sponsor regulations; advise on proposal guidelines, compliance with sponsor policies and requirements; prepare and approve budgets in accordance with University and Sponsor policies and rates.
  • Ability to perform basic review of review and identify high level concerns
  • Review awards for research funding to make initial determinations regarding allow ability of terms and conditions and acceptability in accordance with university policies.
  • Ability to work independently and as part of a team

GCA II-Required Qualifications:

  • Bachelor’s degree in business, finance or related field or equivalent combination of education and experience.
  • Five to seven years of relevant work experience in accounting or financial field; minimum of three year’s work experience directly related   to sponsored research administration in an academic or equivalent.
  • Demonstrated intermediate-level proficiency with PeopleSoft Financial and Grants Modules or similar enterprise-wide system (oracle, SAP, Banner, Workday, etc.)
  • Demonstrated intermediate-level proficiency with sponsor ERA systems (eRA Commons, NIH-ASSIST, Grants.gov, Research.gov)
  • Demonstrated intermediate-level proficiency with common desktop applications (MS-Office, Adobe Acrobat, Xythos, Googledocs, etc.)
  • Demonstrated intermediate-level proficiency with electronic grant administration systems (Kuali Research, InfoEd, etc.)
  • Demonstrated intermediate-level analytical and creative problem solving skills with the ability to prioritize and work under pressure in a deadline oriented environment
  • Demonstrated intermediate-level ability to prioritize competing deliverables and work in a deadline-driven, fast-paced environment while completing deliverables on time.
  • Demonstrated intermediate-level ability to present at seminars and workshops to train faculty and staff and disseminate information about sponsor and university policies and procedures for obtaining and managing grant and contract funding.
  • Demonstrated intermediate-level knowledge of program administration guidelines of both federal and non-federal funding agencies.
  • Demonstrated intermediate-level proficiency identifying, interpreting, communicating, and applying federal rules, regulations and requirements, including OMB Uniform Guidance (previously A-133, a-21, a-110) PHS Grants Policy Statements, FAR Clauses.
  • Demonstrated intermediate-level proficiency interpreting, communicating, and applying grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards.
  • Demonstrated intermediate-level ability to understand and apply university policies and procedures, as well as the laws, and rules and regulations pertaining to grants, contracts, cooperative agreements, sub-contracts;
  • Demonstrated intermediate-level ability to review and approve proposals prior to submissions to ensure compliance with University and Sponsor regulations; review and interpret proposal guidelines and advise facility, as necessary to ensure compliance with sponsor policies and requirements; prepare and approved budgets in accordance with University and Sponsor policies and rates.
  • Demonstrated intermediate-level ability to review and negotiation of various funding instruments ensuring the acceptability of terms and conditions favorable to the university and in compliance with university, federal, state and sponsor policies, procedures and regulations.
  • Demonstrated intermediate-level ability to review awards and funding agreements to make initial determinations regarding allowability of terms and conditions and acceptability in accordance with university policies.  Interprets and extracts grant and contract information for project set-up for new awards to ensure compliance with terms and conditions.
  • Responsively ensuring optimum service to all internal and external partners regarding all requests for service and information.
  • Demonstrated intermediate-level ability to build effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
  • Demonstrated intermediate-level communication, interpersonal and organizational skills.
  • Demonstrated ability to give and follow written and verbal instructions in a precise, understandable manner.
  • Demonstrated intermediate-level ability to work independently within the department and to work as a team member with the ORSP and other central administrative units of the University.

GCA II-Preferred Qualifications:

  • Five years’ work experience directly related to sponsored research administration in an academic or equivalent setting.
  • Demonstrated general knowledge of funding opportunities available for assigned departments; match funding opportunities with needs and expertise of principal investors.

GCA III-Required Qualifications:

  • Bachelor’s Degree in business, finance or related field or equivalent combination of education and experience.
  • At least seven years of relevant work experience in accounting or finance field; minimum five years’ work experience directly related to sponsored research administration in an academic or equivalent setting.
  • Demonstrated advanced-level proficiency with PeopleSoft Financial and Grants Modules or similar enterprise-wide systems (Oracle, SAP, Banner, Workday, etc.)
  • Demonstrated advanced-level proficiency with sponsor ERA systems (eRA Commons, NIT-ASSIST, Grants.gov, Research.gov)
  • Demonstrated advanced-level proficiency with common desktop applications (MS-Office, Adobe Acrobat, Xythos, Googledocs, etc.)
  • Demonstrated advanced-level proficiency with electronic grant administration systems (Kuali Research, InfoEd, etc.)
  • Demonstrated advanced-level analytical and creative problem solving skills, with the ability to prioritize and work under pressure in a deadline oriented environment.
  • Demonstrated advanced-level ability to prioritize competing deliverables and work in a deadline-driven, fast-paced environment while completing deliverables on time.
  • Demonstrated advanced-level ability to present at seminars and workshops to train faculty and staff and disseminate information about sponsor and university policies and procedures for obtaining and managing grant and contract funding.
  • Demonstrated advanced-level knowledge of program administration guidelines for both federal and non-federal funding agencies.
  • Demonstrated advanced-level proficiency identifying, interpreting, communicating and applying federal rules, regulations and requirements, including OMB Uniform Guidance (previously A-133, A-21, A-110) PHS Grants Policy Statement, FAR Clauses.
  • Demonstrated advanced-level proficiency in comprehending, interpreting, communicating, and applying grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards.
  • Demonstrated advanced-level ability to understand and apply university policies and procedures, as well as the laws, and rules and regulations pertaining to grants, contracts, cooperative agreements, subcontracts;
  • Demonstrated advanced-level ability to review and approve proposals prior to submissions to ensure compliance with University and Sponsor regulations; review and interpret proposal guidelines and advise faculty; as necessary to ensure compliance with sponsor policies and requirements; prepare and approve budgets in accordance with University and Sponsor policies and rates.

GCA III-Preferred Qualifications:

  • Master’s Degree in business, finance or related field
  • Ten years work experience directly related to sponsored research administration in an academic or equivalent setting.
  • Demonstrated advanced-level knowledge of funding opportunities available for assigned departments; match funding opportunities with needs and expertise of principal investigators.

GCA IV-Required Qualifications:

  • Bachelor’s Degree in business, finance or related fields or equivalent combination of education and experience.
  • Ten plus years of relevant work experience directly related to sponsored research administration in an academic or equivalent setting
  • Demonstrated expert-level proficiency with PeopleSoft Financial and Grants Modules or similar enterprise-wide system (Oracle, SAP, Banner, Workday, etc.)
  • Demonstrated expert-level proficiency with sponsor ERA systems (Era Commons, NIH-ASSIST, Grants.gov, Research.gov)
  • Demonstrated expert-level proficiency with common desktop applications (MS-Office, Adobe Acrobat, Xythos, Googledocs, etc.)
  • Demonstrated expert-level proficiency with electronic grant administration systems (Kuali Research, InfoEd, etc.)
  • Demonstrated expert-level analytical and creative problem solving skills, with the ability to prioritize and work under pressure in a deadline oriented environment.
  • Demonstrated expert-level ability to prioritize competing deliverables and work in a deadline-driven, fast-paced environment while completing deliverables on time.
  • Demonstrated expert-level ability to present at seminars and workshops to train faculty and staff and disseminate information about sponsor and university policies and procedures for obtaining and managing grant and contract funding.
  • Demonstrated expert-level knowledge of program administration guidelines for both federal and non-federal funding agencies.
  • Demonstrated expert-level proficiency identifying, interpreting, communicating and applying federal rules, regulations and requirements, including OMB Uniform Guidance (previously A-133, A-21, A-110) PHS Grants Policy Statement, FAR Clauses
  • Demonstrated expert-level proficiency in comprehending, interpreting, communicating, and applying grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards.
  • Demonstrated expert-level ability to understand and apply university policies and procedures, as well as the laws, and rules and regulations pertaining to grants, contracts, cooperative agreements, subcontracts;
  • Demonstrated expert-level ability to review and approve proposals prior to submissions to ensure compliance with University and Sponsor regulations; review and interpret proposal guidelines and advise faculty; as necessary to ensure compliance with sponsor policies and requirements; prepare and approve budgets in accordance with University and Sponsor policies and rates.

GCA IV-Preferred Qualifications:

  • Master’s Degree in business, finance or related field.
  • Previous supervisory experience is preferred.
  • Demonstrated subject matter expertise in various sponsors’ ERA systems and modules functionality and requirements. Experience training department and/or central office ERA user.
  • Ability to utilized applications to develop new resources and novel tools.
  • Demonstrated subject matter expertise with electronic grant administration systems (Kuali Research, InfoEd, etc.) Experience training departmental and/or central office administrators.  Ability to perform systems administrator role within ERA environment.
  • High degree of initiative, independent judgment and strategic decision making abilities.
  • Demonstrated subject matter expertise in federal regulation.  Experience tracking regulatory tends (i.e. COGR and…) and identifying institutional implication.
  • Demonstrated subject matter expertise in various sponsors’ policies and T&C’s.  Experience training departmental and/or central office administrators.  Expertise developing communications and notifications to various institutional audiences.
  • Demonstrated ability to advise and develop relevant instructional policies and practices to address regulatory and compliance issues and articulate industry wide standards and best practices.  Experience developing communications and notifications to various institutional audiences.
  • Demonstrated expert-level knowledge of funding opportunities available for assigned departments; match funding opportunities with needs and expertise or principal investigators.
  • Demonstrated subject matter expertise in proposals development and review of all application and funding instrument types including high-profile, high complexity and large consortium collaborations. Experience training departmental and/or central office administrators.
  • Ability to coordinate or lead reviews in collaboration with other institutional or system offices (Institutional Compliance, Office of General Council, Technology Commercialization, etc.) and develop contractual language as needed.
  • Additional expertise in award implications related to compliance, intellectual property, conflict of interest, sub-awards, procurement, property management, environmental health and safety and human resources.
  • Demonstrated ability to participate in initiatives to improve business processes related to customer service and the conduct of sponsored programs at the university.
  • Demonstrated ability to supervise and lead a team.

 Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Salary Ranges

This position is non-exempt.

All official salary offers must be approved by Human Resources.

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

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The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.

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