About UMass Amherst
The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.
About Research & Engagement
The UMass Amherst community engages more than 31,000 students, 1,400 faculty, and 5,000 staff in 11 schools and colleges with a wide variety of degree programs, research, and public service. More than 800 faculty lead sponsored research projects in many areas from basic to applied that are sponsored by federal, state, and private sources with expenditures of more than $240 million in 2023.
Job Summary
Under the direction of the Assistant Director for the Office of Post-Award Management (OPAM), the Senior Administrator reviews, negotiates, and finalizes for acceptance by the Authorized Representative, grants, contracts, and cooperative agreements for research, instruction, and other public service funding received by the University from international, federal, state, and local government sponsors as well as private for-profit and not-for-profit sponsors, including business, industry, associations, and foundations. The Senior Administrator reviews, negotiates, and recommends approval of contracts, cooperative agreements, and subcontracts for sponsored research and other activities. This position provides administrative oversight of sponsored projects to minimize the University’s compliance risk related to sponsored activities. They keep abreast of new developments in federal regulations, policies, and procedures in order to serve as an up-to-date source of information and guidance for the research community. Additionally, the Senior Research Administrator approves, accepts, and uploads unilateral grants into the financial system for research, instruction, and other public service funding received by the University.
Essential Functions
- Responsible for independently conducting a thorough review and assessment of grant/contract terms and conditions, as well as applicable sponsor policies and pertinent laws and regulations. Prepares formal recommendation of acceptance/approval for signature by a University Authorized Representative. Reads and analyzes legal agreements; recognizes unacceptable contract language. Recommends acceptance of bilaterally executed agreements requiring legally authorized signatory.
- Prepares risk assessments based on terms and conditions and ensures that entering into an agreement does not place the University at an unreasonable legal risk or in violation or conflict with University policy, federal regulation or Commonwealth law.
- Independently negotiates award terms and conditions directly with the sponsoring agency representative or legal counsel to achieve the best contractual relationship for the University.
- Responsible for assuring that all compliance approvals have been obtained by the appropriate University regulatory committees (e.g., Institutional Review Board, Institutional Animal Care and Use Committee) prior to the release of award to the Controller’s Office for expenditure.
- Reviews and recommends pre-award requests for advance spending. Monitors the status of existing pre-award account set-ups and follows up with sponsor to ensure the award gets issued within a timely manner after.
- Coordinates award set-up efforts to ensure that awards are being processed in a timely manner. Accountability for documenting any special reviews by other University offices such as the Technology Transfer Office, the General Counsel’s Office, Risk Management, etc., and for implementing/incorporating the results of the special review.
- Advises faculty and research administration staff regarding the obligations, risks and financial liabilities incurred as a result of the award terms; interprets applicability of complex legal terms to operational research activities. Responsible for the accurate input of award data and detailed budget information into electronic system for upload into the University’s accounting system. Interacts with various sponsor electronic portals for the retrieval and administration of post-award activities, interim reports, and close-out documents.
- Finalizes awards, drafts and negotiates subcontract agreements, ensuring that all terms and conditions of the prime agreement are passed down to the subcontracting agency and that all required documentation, assurances, and compliance concerns are addressed. Responsible for evaluating post-award activity that deviates from the initial proposal. Approves re-budgeting requests, major equipment purchases, and alterations in personnel activities for referral to the sponsoring agency for action. Independently advises and guides faculty, staff, and the Controller’s Office on post-award activities; interprets and implements research administration guidelines, policies, procedures, and regulations.
- Responsible and accountable for legal documentation representing the public record relating to sponsored research funding. Represents OPAM as a research contracting expert on various working groups and committees (e.g., Research Business Managers Network activities). Responsible for evaluation and implementation of policies, procedures, and guidance (e.g., website communications) with regard to grant-funded activities.
- Serves as liaison and resource expert to faculty, staff, and the Controller’s Office for questions on post-award activities; provides interpretation and implementation of award terms, policies, procedures and regulations.
- Participates in the development of and delivery of workshops, trainings and web resources related to proper stewardship of sponsored project funding and other post-award topics.
- Responsible for reviewing and negotiating complex grants and contracts, including international transactions, for compliance with State Law, federal regulations, sponsor policies and University policies, working independently with minimal supervision needed.
- Provides mentorship and guidance to less experienced research administrators within the office and in departmental units; assigned as team lead in areas relating to contract expertise for special projects and business process improvements.
Other Functions
- Performs other related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.
- Provides functional supervision of the University research community with regard to compliance issues.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Bachelor’s degree plus three (3) years of experience in a business or administrative setting dealing with proposal/award review and administration; or, an equivalent combination of education, experience and training totaling seven (7) years directly related to research administration or grant/contract administration with major sponsors such as Department of Defense, NSF, NIH, USDA, etc., and/or industry contracting.
- Previous experience in an institution of higher education.
- Extensive knowledge of compliance issues and federal regulations such as -The Uniform Guidance 2, CFR 200, A-133 or Single Audit, and Cost Accounting Standards coupled with a thorough understanding of the various sponsoring agencies' regulations.
- Previous experience directly negotiating contracts and/or grants. Demonstrated proficiency and accuracy in Award Processing.
- Strong written and verbal communication skills, including the ability to develop and deliver trainings, explain complex information clearly, and resolve challenging situations diplomatically.
- Ability to exercise diplomacy, establish effective working relationships, and maintain a high degree of professionalism when working with staff and faculty across campus, as well as sponsor representatives.
- Demonstrated experience and ability to work effectively with various computer systems and on-line submission portals.
- Demonstrated ability to work under the constraint of deadlines, demonstrated ability to prioritize workload effectively to meet deadlines and assure timely processing of awards.
- Successful contract negotiation experience.
- Certified Research Administration certification (or obtained within 2 years).
- Working knowledge of Federal Acquisition Regulation (FARS), Defense Federal Acquisition Regulation (DFARS), and Department of Energy Acquisition Regulation (DEARS).
Physical Demands/Working Conditions
- Typical office environment.
Work Schedule
- Monday - Friday, 8:30 am - 5:00 pm.
- May be required to work some nights & weekends.
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This position has the opportunity for a remote work schedule, which is defined by the University as an arrangement where the employee’s work location is to work from a site other than the UMass Amherst campus. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.
Salary Information
Salary Level 27
PSU Salary Ranges
Special Instructions to Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.
The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.