Project and Contracts Administrator

Job description

Project and Contracts Administrator Job no: 500392
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Deans Office/College Engineer
Salary: Salary commensurate with experience and grade/range
Applications Open: May 30 2019
Applications Close: Jun 12 2019

General Summary of Position:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.

Seeking a self-motivated Project and Contracts Administrator with a high degree of initiative and ability to multitask with little to no supervision. Manages operations - including finance, human resources, grants, marketing and event planning for the WindSTAR and SHAP3D I/UCRCs; Provides direct administrative and programmatic support to the Dean of Engineering/Sr. Assistant to the Dean.

Operational Support, Dean’s Office

  • Serve as the first point of contact for Students, Faculty, Staff, Community, Industry Partners and other Academic Institutions.
  • Greet and direct with a professional demeanor; receive/direct internal phone and email inquiries, answer internal/external correspondence accurately and in a timely manner
  • Assist with Dean’s travel/expense reimbursement and procard reconciliations
  • Oversee procurement for Dean’s Office workgroup
  • Assist with planning and implementation of internal college gatherings and functions e.g. Industrial Advisory Board Meetings;
  • Graduating Student Reception; Faculty/Staff Retreat
  • Approve travel authorizations (faculty/staff) on behalf of the Dean
  • Create and monitor all workgroup, makerspace and summer program related contracts (students, PT staff, adjunct)
  • Assist with website content creation and edits as needed
  • Provide administrative support to UMLRI as needed
  • Serve as clearinghouse for student concerns/needs with Dean/Associate Deans. Relay information to Dean as needed
  • Operational Support, WindSTAR and SHAP3D I/UCRCs

Coordinates Center Operations:

  • Assists Center Directors and Technical Program Manager with of operating budgets contracts and/or grants administration, payroll administration, purchasing and/or distributions
  • Reviews and monitors monthly cost reports for all grant accounts
  • Coordinates invoicing
  • Works with financial office to rectify issues in accounts
  • Coordinates membership (industry, faculty, students, prospective members) records
  • Prepares report content
  • Coordinates Center data repository

Coordinates Center Events:

  • Includes IAB meetings, site meetings, conferences and booths at technical and trade shows
  • Coordinates collection and distribution of meeting documents
  • Coordinates event registrations
  • Coordinates organizing accommodations and food
  • Coordinates travel arrangements
  • Provides for programs, name tags, and other necessities for events

Coordinates Center Marketing:

  • Center website maintenance
  • Makes recommendations and implements changes in website
  • Coordinates Center print marketing materials
  • Assists and makes recommendations on Center branding

Minimum Qualifications (Required):

  • Bachelor’s degree; 3-5 years of related administrative experience

Additional Considerations:

  • Strong comfort level with: Peoplesoft, Buyways, Summit
  • Experience with Tridion and web content editing/creation
  • Strong comfort level with donor relations/high level alumni, corporate partner and academic workgroup interactions
  • Significant event planning experience; comfort level working with vendors, oversight of volunteer staff, soliciting/negotiating bids, budget management and post event evaluation
  • Strong, succinct oral and written skills required for frequent communication, reporting and presentations
  • Must be self-motivated with a high degree of initiative and ability to multitask with no supervision
  • Requires extreme attention to detail and record keeping skills
  • Ability to use discretion when implementing strategies to meet goals and priorities
  • Desire to be engaged in the profession and participate in professional organizations

Special Instructions to Applicants:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.

This position is contingent upon funding.

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.

Re-posted 5/30/2019




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Job No:
Posted: 5/10/2019
Application Due: 6/12/2019
Work Type: