Grant and Contract Administrator II, Office of Research and Sponsored Programs

Boston, Massachusetts
Sep 25, 2017
Institution Type
Four-Year Institution

The Grant and Contract Administrator (GCA) is a three-level series.  This series supports faculty and staff from assigned units with both pre- and post-award (non-financial) project management and provides assistance to other Grant and Contract Administrator staff, as needed and as their levels dictate.  The GCA role is vital in the success of sponsored research in that they provide daily supervision over all proposals and awards.  S/he will work closely with faculty and departmental staff to educate them about how to best achieve successful funding by reviewing and advising on sponsor regulations and institute policies and procedures.  The GCA understands the unique processes involved in the overall research effort and has the ability to comprehend the needs of the individual researchers and department business managers. 

The GCA works with the Principal Investigators (PIs) and department business managers to cultivate research proposals; submits research proposals to sponsors; negotiates acceptable award terms; ensures timely set-up of awards; oversees transactions related to grant/contract management; and maintains grant/contract records in compliance with university and research sponsor policies. 

The GCA assists with identifying potential funding sources; preparing and submitting project proposals; preparing and submitting budgets and progress reports; processing and monitoring project expenditures; training of departmental grants staff; and maintaining compliance with university policies and procedures, sponsor requirements, terms and conditions, and federal regulations regarding research involving human and animal subjects. 

The Grant and Contract Administrator II is the second-level professional job in this series.  

Duties include, but are not limited to:

  • Assist Principal Investigators (PIs) with identifying potential extramural funding sources by responding to requests for applications and obtaining guidelines and forms, aiding the PIs with completing forms and assurance documents, assisting with preparing and negotiating subcontracts; and ensuring proposals meet sponsor format and submission requirements;
  • Assist PIs with processing and monitoring project expenditures by obtaining necessary financial reports, preparing and submitting programmatic reports; and assisting with budgetary forecasting; assist with reporting time and effort commitments;
  • Serve as the primary liaison between PIs and ORSP and other University departments involved with grants administration, such as Procurement, Human Resources and Budget Office to process financial information;
  • Assist PIs with personnel management and office space management and in securing suitable space for research and program activities;
  • Assist PIs to assure compliance with University policies and procedures, sponsor requirements and the relevant laws and regulations in research with human subjects and the care and protection of animals; assist PIs with the timely completion and processing of appropriate forms for the review of research protocols, as well as compliance progress and final reports;
  • Participate in specialized training activities related to sponsored programs and partake in initiatives to improve University business processes related to the conduct of sponsored programs;
  • Establish and maintain awards in PeopleSoft and utilize electronic proposal submission procedures as needed;
  • Maintain procedures for pre-award administration processes and contribute content to communicate to University business managers;
  • Assist with efforts to develop training and web content for pre-award services and contributes information to be communicated to University business managers, as needed;
  • Assist with establishing and documenting procedures for the pre-award administration, as needed;
  • Provide guidance and assistance to other Grant and Contract Administrators and Departmental Research Administrators, as required or requested;
  • Work seamlessly with Post-Award team member(s) to provide excellent service to PIs and Department customers;
  • Perform other duties as assigned. 


Bachelor's degree in business, finance or a similar area relevant to both pre-and post-award grants administration and five-seven years of professional experience in sponsored programs in an academic or equivalent setting is required.  Demonstrated pre-and post-award financial management experience, including proposal development and post-award management is required.  Familiarity and experience with all types of award mechanisms, including grants, contracts, subcontracts and cooperative agreements is required. Demonstrated high degree of initiative and independent judgment is required.  Additional expertise in human-subject compliance, intellectual property, conflict of interest, sub-awards, procurement, property management, environmental health and safety and human resources is preferred.

  • Knowledge of program administration guidelines of both federal and non-federal funding agencies;
  • Ability to understand and apply university policies and procedures, as well as the laws, rules and regulations pertaining to grants, contracts, cooperative agreements, sub-awards and subcontracts;
  • Ability to work independently within the department and to work as a team member with the ORSP and other central administrative units of the university is essential;
  • Ability to maintain accurate records and to prepare summary reports as required;
  • Ability to act with discretion and judgment and maintenance of confidentiality is vital;
  • Demonstrated ability to participate in initiatives to improve university business processes related to the conduct of sponsored programs;
  • Ability to work independently, with minimal supervision;
  • Ability to understand more complex and complicated areas of research administration;
  • Effective analytical and creative problem solving skills, with the ability to prioritize and work under pressure in a deadline oriented environment;
  • Advanced skill in the use of electronic sponsored program services systems is requisite;
  • Proficiency with programs such as Word, Excel, Adobe, Acrobat and PeopleSoft;
  • Strong interpersonal and communication skills;
  • Demonstrated strong customer service focus. 

Additional Information:

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions.  As a condition of employment, the University will conduct appropriate background check reviews.  For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews:

Application Instructions:

Please apply online with your resume, cover letter, and list of three professional work references.

  • Professional Union.
  • Full time. Benefited.
  • Unrestricted funding.
  • Grade 32, salary associated to Grade 33 (see link below for salary chart).

Only Internal Professional Bargaining candidates will be considered during the first 7 business days of the posting.  All other candidates will be considered after that period. 

Closing date for applications:  October 13, 2017.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information. In addition to federal law requirements, the University of Massachusetts Boston complies with applicable state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment. Among the procedures which may be used to select personnel to fill vacant positions are review of work experience, reference checks, and interviews. All appointments and promotions will be effective on a Sunday.

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