Careers at UMass Amherst

Grants & Contracts Coord II

Apply now Job no: 516089
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - College of Nursing
Union: USA/MTA
Categories: College of Nursing

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

Performs complex grant preparation activities for pre- and post-award functions to faculty and graduate students in the College of Nursing and the Center for Nursing and Engineering. Participates as a team member to support the Research Administrator, the Associate Dean for Research, and faculty with a goal to increase the number of externally funded research grant proposals, submitted and funded, by federal, state, local, private foundation, and commercial entities. Serves as a resource for faculty and works with the business office to interpret and remain current with federal, state, and University rules and regulations to support the College.  REMOTE and HYBRID options are available.


Essential Functions

  • Provides grant application process guidance to faculty and students and assists in the preparation and assembly of applications. Maintains a checklist of sponsor guidelines for applications and facilitates compliance. Updates and maintains internal samples and toolkits of commonly used grant element examples to assist with the application process. Schedules needed training on roles and responsibilities of an investigator and provides ad hoc training as needed. Works with the Finance Lead for timely setup of new grant accounts.
  • Works with the Principal Investigator (PI), Research Administrator, and Financial Lead to create detailed budgets, re-budgets, and amendments in accordance with funding guidelines. Initiates subcontract agreements and Memorandums of Understanding (or Agreement). Monitors grant activity. Provides serial reporting on expenditures and indirect activity. Tracks timelines for annual non-competitive renewals and actions required to carry over funds or to obtain no-cost extensions to assist faculty, student grant recipients, and the College. Prepares purchase requisitions and travel arrangements for grant-related needs. Purchases non-PO vendor orders and research-funded student travel with a University credit card, while maintaining documentation for transactions in accordance with Business Office guidelines. Prepares grant faculty effort forms for submission and approval by Business Office to facilitate buyouts, additional compensation, and summer bonus. Requests grant closeout from the Financial Lead once all activity has been completed.
  • Submits reporting and required documentation to external funding sponsors and internal university departments. Performs data entry, database maintenance, and survey data collection.
  • Works with the Principal Investigators, Research Administrator, and the Associate Dean for Research to resolve grant-related issues and optimize the use of funds and conduct of the study. Participates in the development and delivery of workshops, seminars, and internal grant "calls".


Other Functions

Performs other duties as assigned.


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

  • Four (4) years of full-time, or equivalent part-time, experience in administrative work to include two (2) years of grants/contracts administration support work. An Associate's or higher degree with a major in accounting, business administration, business management, or public administration may be substituted for two (2) years of the required experience. An Associate's or higher degree with a major other than in accounting business administration, business management, or public administration may be substituted for a maximum of one (1) year of the required experience. 
  • Ability to multitask, take initiative, and operate with a high level of judgment and problem-solving skills.
  • Experience supporting federal grants, proposals, and/or contracts. 
  • Familiarity with rules and regulations of major research sponsors (Ex. NIH, NSF, SAMHSA, DOD, PCORI, AHRQ). 
  • Experience working in higher education or a research-intensive environment. 
  • Highly skilled with MS Office products including Word and Excel. 
  • Ability to read, write, and comprehend the English language at an experienced level with knowledge of the scientific and technical language and terms used in grants and contracts. 
  • Experience with bookkeeping and other general clerical functions. 
  • Sensitivity to confidential matters. 
  • Ability to work in a diverse multi-cultural environment and across disciplinary boundaries with tact. 
  • Ability to nurture and maintain effective working relationships to achieve and meet grant needs. 
  • Strong computer and internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, outside clients, students, and vendors. 


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

  • Experience with pre-award and post-award grant management systems used by federal, state, foundation, private, and business entities to submit, track, administer, report, monitor, and close research grant awards. 
  • Experience with NIH Assist, NIH ERA Commons, OGCA Fastgrant, and other enterprise systems. 


Physical Demands/Working Conditions

 Typical office environment.


Additional Details

This is a demanding role in a busy office setting.


Work Schedule

Monday – Friday, 8:30 am to 5:00 pm.


Salary Information

Grade 16

Non Exempt Salary Ranges


Special Instructions to Applicants



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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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