Grant & Contract Specialist III

University of Massachusetts Medical School; Worcester (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

The University of Massachusetts Medical School is seeking a Grant & Contract Specialist III to manage complex administrative and financial functions related to grants and contracts. This role involves collaboration with faculty, budget management, and compliance oversight in a dynamic academic environment. Ideal candidates will have a strong background in finance or accounting, excellent communication skills, and the ability to navigate regulatory requirements effectively.

Qualifications

• 5-7 years of relevant experience, preferably in an academic environment.
• Experience with research administration, especially pre- and post-award processes.

Responsibilities

• Lead management of all pre-award administration and budget preparation.
• Develop and manage the division's annual budget and provide fiscal analysis.
• Manage post-award grants and contracts, including budget monitoring.

Skills

Analytical Skills

Communication Skills

Problem-Solving Skills

Organizational Skills

Interpersonal Skills

Education

Bachelor's degree in Business Administration

Bachelor's degree in Finance

Bachelor's degree in Accounting

Tools

Microsoft Office

Grants Management systems

Enterprise financial systems

Job description

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Grant & Contract Specialist III
Job Number: 2025-48000
Category: Accounting & Finance
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Chan Medical School
Department: School - Academic & Research Management Services - W865045
Job Type: Full-Time
Salary Grade: 44
Union Code: Non Union Position -W60- Non Unit Professional
Num. Openings: 1
Post Date: May 9, 2025

SUMMARY OF POSITION:

Under the general direction of the Sr. Department Administrator, or designee, the Grant and Contract Specialist III is responsible for performing diversified and complex administrative, financial, and pre- and post-award budgetary functions in support of departmental activities, including responsibilities for both restricted and unrestricted departmental funds. The Grant and Contract Specialist III will demonstrate a high degree of initiative and independent judgment, collaborating closely with laboratory leadership to assess and manage issues related to research program operations, personnel, regulatory compliance, quality improvement, and financial planning.

ESSENTIAL FUNCTIONS:

1. Lead management of all pre-award administration, including advising Sr. administrator and PI on sponsor guidelines, application assembly, budget preparation, faculty guidance, e-submission processes, and required paperwork for federal and non-federal grants and contracts.
2. Maintain working knowledge of NIH and other federal, state, and foundation regulations and requirements.
3. Identify, propose, and implement creative solutions to fiscal issues.
4. Develop and manage the division's annual budget, report variances, and recommend corrective actions. Provide fiscal analysis and forecasts as needed.
5. Verify fund availability for equipment, personnel, and major purchases; ensure compliance with federal purchase and contract requirements; coordinate with grant accounting and department staff on deposits, transfers, and cost transfers.
6. Manage division funding sources by monitoring revenue and expenditures.
7. Represent the department at administrative meetings within and outside the Medical School.
8. Develop, lead, and train junior staff including administrative and financial assistants, and lower-level grants and contracts specialists.
9. Participate in institutional committees to improve operations and system implementations.
10. Assist in space and facility planning for faculty.
11. Advise faculty and staff on compensation and benefits policies.
12. Monitor regulatory and compliance requirements for sponsored research, maintaining detailed files and renewal tracking.
13. Conduct analytical studies on clinical trials to support management decisions and operational improvements.
14. Monitor clinical trial funding, revenue, expenditure, and milestones; identify and resolve variances.
15. Oversee contracts, amendments, and extensions with vendors and agencies, ensuring cost-effectiveness and quality standards.
16. Prepare financial reports, budgets, reconciliations, and ad-hoc analyses for Sr. Administrator and PIs.
17. Collaborate with faculty and staff to resolve issues and optimize fund usage; finalize grant expenditures; deposit income.
18. Manage post-award grants and contracts, including budget monitoring, expenses, and overhead recovery; advise on reporting.
19. Assist faculty in identifying funding opportunities.
20. Ensure compliance with sponsor guidelines and reporting for post-award activities; manage budget changes and approval processes.
21. Prepare reports for federal and sponsoring agencies.
22. Participate in award close-out procedures with Grant Accounting.
23. Monitor operating expenses, prepare variance reports, and advise on reconciliation actions.
24. Oversee fiscal functions of administrative staff, including procard oversight, travel requests, and expense processing.
25. Responsible for effort certification for faculty.
26. Manage payroll actions related to transfers and funding changes; audit payroll data accuracy.
27. Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor's degree in Business Administration, Finance, or Accounting, or equivalent experience (including current students).
• 5-7 years of relevant experience, preferably in an academic environment.
• Ability to analyze and interpret financial documents and reports.
• Experience with research administration, especially pre- and post-award processes.
• Proficiency with Microsoft Office and enterprise financial systems.
• Excellent interpersonal, verbal, and written communication skills.
• Experience with Grants Management systems.
• Detail-oriented, analytical, and problem-solving skills.
• Strong organizational skills and ability to manage multiple deadlines.
• Effective relationship management skills and cultural sensitivity.
• Ability to maintain extensive electronic documentation and confidentiality.
• Flexible, organized, and self-motivated team player.

UMass Chan Medical School was recognized as a 2023 “DEI champion” by The Boston Globe and was named a U.S. News & World Report “2023 Best Medical School” for Primary Care and Research.