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