Grant & Contract Specialist - Open Rank

Grant & Contract Specialist - Open RankJob Number: 2026-49316Category: Accounting & FinanceLocation: Worcester, MAShift: DayExempt/Non-Exempt: ExemptBusiness Unit: UMass Chan Medical SchoolDepartment: School - Academic & Research Management Services - W865045Job Type: Full-TimeUnion Code: Non Union Position -W60- Non Unit ProfessionalNum. Openings: 1Post Date: Feb. 17, 2026Work Location: HybridSalary Minimum: USD $52,000.00/Yr.Salary Maximum: USD $85,000.00/Yr.POSITION SUMMARY:Under the general direction of the Department Administrator, or designee, the Grant and Contract Specialist I is responsible for performing diversified and complex administrative, financial, and pre and post-award budgetary functions in support of departmental activities, to include both responsibilities for both restricted and unrestricted departmental funds.This is an open-rank posting (there are 3 levels of Grant & Contract Specialist) - candidates will be hired into the level commensurate with their experience.ESSENTIAL FUNCTIONS:Grant & Contract Specialist I:Monitor post-award activities to insure adherence to sponsor guidelines and all reporting requirements are met. Inform Administrator on budget variancesAssist with any changes to award budgets and submit necessary paperwork for approval of such actions.Set up and maintain computerized accounting system for the accurate management of fundsCompile financial data for use in forecasting and analysis.Assist in the preparation of reports for presentation to federal and sponsoring agenciesPrepare data for financial reports, budgets, budget and research fund reconciliations, forecasting, analysis, and ad-hoc reports for Administrators and PI"s as neededReview terms and conditions of new awards for issues involving allowable costs, re-budgeting and reporting requirements, confidentiality clauses, faculty time and effort monitoring, cost sharing, equipment justification, and ensure compatibility with sponsoring agencies regulations and university policies and proceduresMonitor contracts, extensions, and amendments with outside vendors, private agencies, and consultants in conjunction with Purchasing and legal offices. Inform Administrator on variancesManage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead. Advise Administrator of reporting requirementsAssist faculty in finding possible funding opportunitiesAssist and participate with Grant Accounting in award termination process to close-out accounts. Notify Administrator of final statusMonitor Departmental voluntary and mandatory cost sharingProvide research and administrative support for special projects; assist in the preparation of data for projects and studies such as updating procedure manuals or analyzing activities compiles statisticsProcess consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expensesParticipate in the preparation and certification of the annual space and effort documentationParticipate in the preparation of the Departmental annual operating budget submissionPerform other duties as required.Grant & Contract Specialist II:Duties noted above plus:Provide assistance in the management of all pre-award administration, to include, but not limited to, advising Administrator and PI of sponsor guidelines, participation in application assembly, budget preparation, faculty guidance, e-submission processes, UMMS required paperwork, etc. and other administrative requirements for the submission of all federal and non-federal grants and contractsMonitor regulatory and compliance requirements for all sponsored research activity, keeping detailed files and a tracking mechanism for annual renewals. Inform Administrator of variancesAssist in analytical studies of existing or proposed clinical trials to provide the economic basis for management decisions to improve operational/financial performance and to realize productivity improvementsMonitor all clinical trial funding sources by tracking revenue and expenditure activity and monitoring of trial milestones, identify variances and assist in resolving account variancesMonitor contracts, extensions, and amendments with outside vendors, private agencies, and consultants in conjunction with Purchasing and legal offices; monitor the contracts for cost effectiveness and quality performance standardsPrepare data for financial reports, budgets, budget and research fund reconciliations, forecasting, analysis, and ad-hoc reports for Administrators and PI"s as needed. Perform analysis of data as requiredWork with the Administrator, principal investigators, and staff to resolve problems and to optimize the use of funds as required; finalize all expenditure activity of expired grants; deposit checks to any income and service fund accountsManage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead. Advise Administrator and PI of reporting requirementsCoordinate pre-award submission activity for the departmentMonitor post-award activities to insure adherence to sponsor guidelines and all reporting requirements are met. Inform Administrator and PI on budget variancesOversee changes to award budgets and the submission of the necessary paperwork for approval of such actionsPrepare reports for federal and sponsoring agenciesAssist and participate with Grant Accounting in award termination process to close-out accounts. Notify Administrator and PI of final statusMonitor operating expenses, prepare monthly variance-to-budget reports, Departmental voluntary and mandatory cost sharing, and advise the Administrator on reconciliation actionsResponsible for the process of initiating and submitting payroll personnel action forms related to transfers, funding changes etc. Audit the accuracy of employee payroll dataOversee the processing of consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expensesMay act as an external liaisonGrant & Contract Specialist III:Duties noted above plus:Lead effort in management of all pre-award administration, to include, but not limited to, advising Sr. administrator and PI of sponsor guidelines, participation in application assembly, budget preparation, faculty guidance, e-submission processes, UMMS required paperwork, etc. and other administrative requirements for the submission of all federal and non-federal grants and contractsWorking knowledge of NIH and other federal, state and foundation regulations and requirements.Identifies, proposes and implements creative solutions to potential fiscal issues.Develop and manage the division's annual budget and report variances and recommend corrective action. Provide high level fiscal analysis on forecasts as neededVerify that funds are available for all equipment, personnel and major purchases. Assure compliance with federal purchase and contract requirements. • Coordinate with central grant accounting and department staff on deposits, electronic transfers and cost transfers to funds/contractsManage division(s) funding sources by monitoring revenue and expenditure activityRepresent the department at administrative meetings within and outside of the Medical School applicable with their assigned divisions.Develop, lead and train junior staff which include (administrative assistants, financial assistants, and lower level grants and contracts specialists)Serve on Institutional committees established to improve school operations and system implementationsAssist in determining space and facility needs for the unit facultyAdvise faculty and staff on compensation and benefit policies and proceduresMonitor regulatory and compliance requirements for all sponsored research activity, keeping detailed files and a tracking mechanism for annual renewals. Inform Sr. administrator of variancesMonitor all clinical trial funding sources for assigned divisions by tracking revenue and expenditure activity and monitoring of trial milestones, identify variances and assist in resolving account variancesWork with the Sr. Administrator, principal investigators, and staff to resolve problems and to optimize the use of funds as required; finalize all expenditure activity of expired grants; deposit checks to any income and service fund accountsManage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead. Advise Sr. Administrator and PI of reporting requirementsMonitor post-award activities to ensure adherence to sponsor guidelines and all reporting requirements are met. Inform Sr. Administrator and PI on budget variancesAssist and participate with Grant Accounting in award termination process to close-out accounts. Notify Sr. Administrator and PI of final statusOversees fiscal functions of Administrative Assistants within their assigned divisions (e.g. procard oversight, travel requests from multiple PIs and staff and oversee the processing of consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expensesOversee and responsible for Effort certification for facultyProvide great customer serviceREQUIRED QUALIFICATIONS:Grant & Contract Specialist I:Bachelors degree in Business Administration, Finance, or Accounting, or equivalent experience1 year of relevant job experience, or equivalent, preferably in an academic environment.Demonstrated ability to analyze and interpret financial documents, such as system reports, at both account and summary levelsProficiency with Microsoft Office applications (Word, Excel, Access and, PowerPoint), or similar software applicationsExcellent interpersonal skills (verbal and written) needed to present and communicate effectively with all levels of management.Grant & Contract Specialist II:Requirements noted for GCS I plus:3 years of relevant job experience, or equivalent, preferably in an academic environment.Knowledge of enterprise financial productsGrant & Contract Specialist III:Requirements noted for GCS I plus:Bachelors degree in Business Administration, Finance, or Accounting, or equivalent experience (In school)5-7 years of relevant job experience, or equivalent, preferably in an academic environment.Demonstrated research administration experience with pre and post award emphasis.Proficiency and experience with a Grants Management systemDetail-oriented & analytic problem-solver • Excellent organizational and electronic document management skills • Ability to prioritize and manage multiple deadlines • Excellent people skills and relationship managementGood communication skills across multiple levels of the organization. • An enthusiasm for working in a multicultural, multi-ethnic setting.Ability to maintain extensive electronic document and e-mail files which are department property.Demonstrated ability to be organized and flexible in an environment which requires continuous monitoring of priorities.Exceptional attention to detail and confidentiality.Highly goal oriented, self-motivated, and team player#LI-KR1Posting Disclaimer:This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list. Duties and expectations may evolve in response to the needs of the department and the broader institution.In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement). At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience. We also consider internal equity to ensure fair and consistent compensation across our teams.Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.