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Facilities Analyst – Nationwide Search

Apply now Job no: 508721
Work type: Staff Full Time
Location: UMass Amherst
Department: UMDI - PMFO Head Start
Union: Non-Unit Exempt
Categories: Accounting/Finance, Administrative/Office Support, Analytics/Programming/Data, Leadership

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 University of Massachusetts Donahue Institute (UMDI) is a public service, outreach, and economic development unit of the University of Massachusetts, providing government, business, and non-profit organizations with effective solutions in the areas of research, organizational development, training, and technical assistance through its 9 distinct business units. UMDI has a budget of approximately $23 million per year and employs approximately 130 full-time professional employees, and 50 part-time, seasonal, and graduate student employees.

UMDI’s Program Management and Fiscal Operations (PMFO) business unit, funded through the Federal Office of Head Start (OHS) National Training and Technical Assistance (T/TA) System, works closely with OHS to ensure that all Head Start/Early Head Start (HS/EHS) agencies have access to current, high-quality and evidence-based information, resources, and T/TA to support program management, leadership, governance and fiscal operations.

The PMFO Facilities/Fiscal Specialist will enhance the Regional Grantee Specialists’ knowledge of fiscal  and facilities operations through the provision of T/TA related to fiscal and facilities management via various means including virtual technology, telephone consultation, national and regional conferences, and on-site visits.  The PMFO Facilities/Fiscal Specialist’s work with a nationwide cadre of Grantee Specialists will positively affect the number of high quality, fundable, program operations and facilities grant applications submitted by grantees to the Office of Head Start.

The Facilities/Fiscal Specialist will have a strong focus on the facilities/real property related aspects of the Essential Functions outlined below. This position will lead the PMFO Team in facilities content expertise.


Essential Functions

  • Financial management systems (control and accountability of all funds, property and assets).
  • Contracts, agreements, memoranda of understanding, and cost sharing agreements.
  • Documentation of financial records and transactions and financial reporting to funding sources (to include the SF 425 and 425A), governing body, Policy Council, and Program Directors/Managers and the local community.
  • Cost principles, administrative costs, cost allocation, and federal/non-federal match.
  • Implementation of the Uniform Guidance (UG), the HSPPS and the Head Start Act into written fiscal policies and procedures.
  • Wage structures, wage comparability studies, and cost of living adjustments (COLAs).
  • Internal controls, budgets and budget development.
  • Facilities, materials, and equipment and valuation of donated space.
  • Resources that build fiscal capacity (managing multiple funding sources, financials audits, corrections to audit findings, etc.).
  • Submission of bills, time sheet preparation and activity reports, voucher submission, non-federal match, employee evaluations, evaluating facilities.
  • Resources that monitor regulatory impact, forecast trends, identify relevant data, gather and aggregate information, etc.
  • Policy and statutory requirements of Federal Head Start Monitoring protocols.
  • Audits and auditor selection.
  • Provision of T/TA to include the Head Start Act.
  • Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards Financial management systems (control and accountability of all funds, property and assets).
  • Head Start Program Performance Standards.
  • Grant application process.

The PMFO Facilities/Fiscal Specialist will also be required to:

  • Develop resources and deliver PMFO Fiscal T/TA in collaboration with other Fiscal T/TA Specialists. 
  • Lead the development of fiscal resources for placement on the Head Start national website, Early Childhood Learning and Knowledge Center (ECLKC) in a team setting and individually.
  • Meet established deadlines for material and resource development.
  • Work with the Fiscal Team Leader and Fiscal Consultant Initiative (FCI) Coordinator to provide seamless delivery of Fiscal T/TA.
  • Communicate with appropriate Program Specialists and other Regional Office staff who work with grantees.
  • Travel nationally, as requested by the Director and Assistant Director, ensure quality contract performance, have contact for T/TA purposes with grantees, and remotely based staff.
  • Provide fiscal expertise to OHS, T/TA systems, States/Territories/Tribes, and other stakeholders including other diverse populations.
  • Deliver presentations at professional meetings, workshops, and national and regional conferences.
  • Support implementation of evaluation activities and ensure that all documentation and reporting is complete.

The PMFO Facilities/Fiscal Specialist may be called upon to develop resources and deliver PMFO Facilities T/TA in collaboration with other Facilities T/TA Specialists in the following areas:

  • Head Start Program Performance Standards (HSPPS) 1303 Subpart E Facilities.
  • Documentation of financial records and transactions and financial reporting to funding sources (to include the SF 428 and 429 Attachments A through C),
  • Capital improvement planning and implementation.
  • Asset management including facilities.
  • Information on real property life cycle and grants management policies and procedures.
  • Reporting and monitoring of real property issues to ensure compliance with all applicable laws and regulations, including, but not limited to, 45 CFR Part 75, Federal Acquisition Regulations (FAR), and environmental compliance requirements.


Other Functions

  • Participate in regular monthly virtual and occasional on-site team meetings of Fiscal T/TA Specialists.
  • Respond to requests for fiscal/facilities T/TA from OHS, their T/TA systems, States/Territories/Tribes, and other stakeholders.
  • Participate in fiscal materials development, identify gaps in current materials, and participate in the dissemination of resources on fiscal issues.
  • Prepare monthly and other reports by accessing input on progress indicators/outcomes.
  • Communicate in-person and via web-based/virtual forums.
  • Develop and maintain a working understanding of key University administrative procedures, systems, and tools.
  • Participate in business unit and UMDI-wide initiatives.
  • Performs other duties as assigned.


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

  • Certified Public Accountant (CPA) or a Bachelor’s degree in business administration, public administration, non-profit management, or a related field.
  • 5+ years of senior management and fiscal experience with HS/EHS, OHS Regional T/TA system, early childhood field, and/or nonprofit agency.
  • 5+ years of experience providing fiscal T/TA to non-profit leadership teams and Boards of Directors.
  • Experience with Uniform Administrative Requirements, cost Principles and Audit Requirements for Federal Health and Human Services Awards (45 CFR Part 75).
  • Knowledge of the HSPPS and the HSA as they relate to fiscal management of HS/EHS programs.
  • Knowledge of the HSPPS as it relates to Part 1303—Financial and Administrative Requirements Subpart E Facilities.
  • Strong knowledge of Facilities Management.
  • Strong knowledge of and experience with HS/EHS, child care programs and systems at state and local levels, and the Head Start Program Performance Standards.
  • Excellent skills and experience planning, coordinating, and providing individualized fiscal T/TA.
  • Excellent public speaking, group facilitation, and writing skills.
  • Effective T/TA skills and knowledge of adult learning, leadership, reflective practice and team processing.
  • Strong interpersonal and collaboration skills; successful experience working with diverse groups.
  • Strong organizational skills and the ability to manage multiple responsibilities effectively.
  • Ability to move and transport items up to 20 pounds from one location to another.
  • Ability and flexibility to travel on a frequent basis (50% or more), to deliver T/TA and attend meetings nationwide.


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

  • Master’s degree preferred.
  • Ability to establish priorities, work independently, and proceed with objectives without supervision.
  • Proficient in the use of Microsoft Office, particularly Word, Excel and Powerpoint
  • Bilingual abilities (Spanish).


Physical Demands/Working Conditions

  • Conduct work in a home-based office with high speed internet access, sufficiently free of distractions, where employee will be expected to maintain regular communication with supervising manager(s) and clients.
  • Multiple hours in stationary position using office equipment and computers.
  • Must be able to remain in a stationary position 50% of the time.
  • The employee will be exposed to outside environmental conditions during travel times. 
  • The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job.


Additional Details

The focus of this position will be on Real Property as this individual will lead the PMFO team in Head Start facilities content expertise.
This position is funded by grants and contracts, and is contingent upon funding. This is a full time benefited position. No relocation assistance provided.
The successful candidate must live in the United States, however, the position will be home-based. Ability and flexibility to travel on a frequent basis (50% or more), to deliver T/TA and attend meetings nationwide will be required.


Work Schedule

Standard full-time work schedule consisting of five, eight-hour days and 40 hours each week. Work performed in addition to the regular work week may be necessary and may require a change in availability at specific times to accommodate variations in work and client demands.


Salary Information

Non-Unit Exempt Pay Grade - Level 31

Non-Unit Exempt Pay Schedules


Special Instructions to Applicants

Along with your application, please submit a resume, cover letter, and contact information for three professional references by July 23, 2021.


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.

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Applications close: Eastern Daylight Time

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