Grants & Contracts Coordinator II

In support of Mechanical and Industrial Engineering (MIE) financial activity, prepare reports for Principal Investigators (PIs), departments, and Department Head including the centers within the department.

Responsibilities

• Grant and Contract Administration:
  • Interpret Request for Proposals (RFP) and solicitations for proposal development.
  • Implement sponsor, university, commonwealth, and federal financial policies for proposal submission and award processes.
  • Develop proposal budgets and justifications according to agency requirements; revise budgets per agency request.
  • Review and check the final budgets and the Memorandum of Understanding.
  • Organize the division of overhead return for multi-principal investigator grants and check internal processing form for accurate information.
  • Submit proposals through grant accounting systems such as Kuali, National Science Foundation Fastlane, and Grants.gov.
  • Advise faculty of new guidelines relating to proposal submissions.
  • Prepare and submit proposal budgets electronically.
  • Advise faculty regarding proposal format compliance.
  • Review proposal narratives for clarity and guideline requirements.
  • Verify that all documents are in place for proposal submission to Office of Pre-Award Services (OPAS).
  • Advise faculty of any missing documents that are required before submitting to OPAS.
  • Assist with grant proposal development for the Department Head when requested.
  • Inform and guide new faculty in the process of proposal development.
  • Set new faculty up for OPAS and Fastlane access.
  • Coordinate preparation and submission of collaborative proposals with other on- and off-campus personnel, including MIE subcontracts to other institutions.
  • Interpret whether a participant in a project is a subcontractor, consultant, or vendor; provide this interpretation to the PI during the proposal process.
  • Organize and follow cost-sharing policies if applicable.
  • Manage the award process, including any pre-award/pre-establishment requests, through Office of Post-Award Management (OPAM) and the Controller's Office to account set-up.
  • Facilitate grant renewals, extensions, and amendments.
  • Prepare and submit financial status reports for faculty as required by the grant or contract.
  • Manage subcontract budgets, invoices, and payments; initiate purchase orders for subcontracts.
• Fund Administration:
  • Manage research accounts in various fund types including grants, contracts, gifts, and RTF.
  • Prepare budget projections based on fiscal, academic, and grant years.
  • Prepare financial status reports for faculty.
  • Interpret spending rules for each fund type and inform faculty of spending guidelines and policies.
  • Review budgets to ensure compliance with funding agency regulations and institutional requirements.
  • Ensure that all grant expenditures are reasonable, allocable, and allowable according to OMB and agency guidelines.
  • Prepare overall budget forecasting to meet the Principal Investigator’s needs in budget planning and projections for their research, tracking encumbrances, expenditures, and indirect costs.
  • Work with faculty to identify and resolve budget and compliance issues.
  • Verify and reconcile all account activity; resolve conflicts and problems associated with financial transactions.
  • Manage re-budgeting of funded grants with the Controller’s Office/research accountants.
  • Prepare Contract for Services including sole source justification as applicable.
  • Collaborate with department business manager on joint accounting activities, such as overhead transfers, split-funding, gifts, President's Office grants, etc.
  • Act as liaison with sponsors, program managers, subcontractors, industry and other universities.
• Personnel:
  • Apply university personnel policies and procedures relevant to grants and contracts.
  • Prepare personnel budgeting forecasts, applying changes to salaries, fringe rates, and indirect costs as appropriate.
  • Initiate and track appointments, re-appointment, and compensation for faculty, research assistants, and undergraduate student hires.
  • Process financial documents for Research Experience for Undergraduates (REUs).
  • Use PeopleSoft System and/or SUMMIT to track personnel information, hire, and fund student employees.
• Purchasing:
  • Understand and interpret University accounting and procurement procedures and requirements (including University and Massachusetts Higher Education Consortium contracts).
  • Use the University purchasing system (UPST), prepare purchase orders.
  • Prepare contracts for services, obtain signatures, process, and track invoices.
  • Process accounts payable including invoice and voucher processing, order and payments, follow-up, problem resolution, and return processing with vendors.
  • Serve as Procard Records Manager for self and assigned faculty.
  • Assist in reallocating expenses, reconciling statements and understanding requirements, restrictions, and procedures associated with the card.
  • Reimburse faculty and students for university-related purchases.
  • Prepare disbursement vouchers and business expense forms.
  • Research prices, encumber funds for and order equipment, supplies, and services.
• Travel:
  • Serve as Certified Travel Preparer.
  • Assist faculty and students in foreign travel online authorization system.
  • Arrange travel, including flight, hotel, transportation and registration for graduate students and visitors, to workshops and conferences.
  • Organize conferences and process registration payments.
  • Secure hotel room blocks, meeting rooms, equipment, and food for meetings on- and off-site.
  • Research and prepare contracts and purchase orders with hotels and restaurants for their services.
  • Prepare post-conference paperwork including W9’s, payments to vendors, speakers, attendees, and participants.
  • Plan, schedule and prepare for on-site meetings and workshops with federal and industry sponsors.
• Other Functions:
  • Attend training sessions, workshops and meetings to develop and maintain skills and knowledge of policies and procedures.
  • Perform other duties as assigned.

Requirements

• High school diploma or equivalent with four (4) years of professional experience in finance/accounting, including at least two (2) years of experience in sponsored programs and grant management.
• An Associate's degree may be substituted for two (2) years of the required experience.
• Demonstrated post-award 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 program administration guidelines for both federal and non-federal funding agencies.
• Knowledge of Excel and Word programs.
• Ability to maintain accurate records and to prepare summary reports.
• 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.
• Ability to deal diplomatically with people at all levels, a high degree of personal integrity and discretion, solid decision-making skills, and judgment.

Preferred Qualifications

• Knowledge of and experience with all aspects of accounting procedures.
• Ability to take initiative in carrying out assignments, and in understanding and applying departmental, university, commonwealth and/or funding agency policies and procedures.
• Ability to work effectively with both on-campus offices, such as OPAS/OPAM, Procurement, HR and the Controller's Office as well as off-campus organizations, federal and state 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; ability to prioritize and balance work tasks in a demanding environment.
• Ability to track and manage multiple deadlines.
• Ability to write, coordinate and compile reports, correspondence, etc. using correct policies and procedures.
• Ability to work with minimal supervision, and to exercise independent judgment.
• Ability to work extra hours with little or no advance notice.
• Excellent oral and written communication skills.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Schedule

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.

Pay

Pay Grade: USA/MTA Grade 16