Title: Clerk III (Research Support Services Clerical Administrator)
Executive Area: Research and Engagement
College/School/MBU: Research Administration
Department: Post-Award Management
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Remote
Job Summary
The Clerk III (Research Support Services Clerical Administrator) is responsible for coordinating contractual award processes, monitoring the central email account, utilizing a support services tool to manage workflow tasks, and setting up new awards in Kuali.
Essential Functions
Coordinates administrative award procedures for negotiation and award acceptance by the University. Collects documents and information for electronic files to be reviewed by the Award Administrators or Director/Assistant Director, ensuring the inclusion of applicable items and identifying any outstanding needed items. Creates tasks to follow for missing file items. Performs initial data entry of award data into OPAM’s award management system, entering detailed award information from the award slip, and ensuring that the budget summary for data entry matches the awarded amount.
Actively monitors the central email account which receives time sensitive award documents and mission critical communications. Determines whether the inquiry can be resolved directly and processes it accordingly as appropriate, which may include providing routine information pertaining to OPAM services, procedures, and fact sheet data, or other clerical support. Routes emails to appropriate contacts which might include OPAM Administrator, OPAS, Research Accounting, Controller’s Office, etc. Saves emails in appropriate folders for document retrieval management and official records retention.
Utilizes the Research Support Services review tool to manage notifications to Principal Investigators (PIs) and assist in facilitating assignments by following workflow tasks to completion. Acts as a liaison with faculty, academic department staff, and sponsors, ensuring proper assignments, assurances, and approvals are received. Serves as a conduit of information, requesting, receiving, and distributing various items, including materials from the Principal Investigator (PI). Coordinates the submission of first-execution award documents to sponsors for review/signature before award completion, as well as fully executed award documents to both the sponsor and the Controller's Office for account establishment in the University's financial system.
Sets up new awards in research award system (Kuali). Ensures creation, filing, and uploading of documents in the OPAM award system. Verifies the accuracy/completeness of award data while entering proposal/award details in database.
Monitors annual/final programmatic/technical reporting to sponsors and various data inputs for the preparation of monthly reports. Utilizes data reporting tool to track OPAM performance activity metrics.
Verifies timely account establishment or investigates potential delays through direct interaction with the Controller's Office staff and coordinates input from faculty and staff to resolve delay.
Processes modifications, amendments, and extensive correspondence with sponsors, subcontractors, faculty, and staff. Processes various types of documents and correspondences, such as statistical reports and forms. Monitors and corrects all documents for accuracy, completeness, and conformance with original data.
Identifies and assembles legal documents for final award processing in preparation for the legal execution by the Authorized University Official. Follows established protocols by applying rules from rubric in assembling formal award documentation.
Coordinates responses regarding in-process research, instruction, and public service awards for timely response to faculty and staff. Develops and initiates improved clerical procedures for efficient award processing procedures.
Other Functions
Performs other duties as identified and assigned.
Minimum Qualifications
Two (2) years full-time or equivalent part-time experience in office work. An Associate's degree or higher may be substituted for the required experience.
Interpersonal communication skills including ability to communicate effectively verbally and in writing.
Experience with diverse clerical skills and organizational skills.
Knowledge of and the ability to work with computers (e.g., Microsoft Office, email, and other software systems).
Ability to work under pressure and time constraints and to coordinate several tasks simultaneously, adjusting priorities as the situation requires.
Makes appropriate job decisions following standard office policies and past precedents.
Ability to work cooperatively as part of a team.
Ability to understand and implement written and verbal instructions.
Attention to detail and ability to perform work independently, accurately, and efficiently.
Additional Details
OPAM works under severe time constraints, and accuracy and professionalism are critical to the effective functioning of this position. The revenue stream generated by sponsored research is significant to the University so it is important that the incumbent is well qualified and can work independently and accurately on a daily basis.
About Research & Engagement:
The UMass Amherst community engages more than 31,000 students, 1,400 faculty, and 5,000 staff in 11 schools and colleges with a wide variety of degree programs, research, and public service. More than 800 faculty lead sponsored research projects in many areas from basic to applied that are sponsored by federal, state, and private sources with expenditures of more than $240 million in 2023.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
M-F, 8:30am - 5:00pm.
This position has the opportunity for a remote work schedule, which is defined by the University as an arrangement where the employee’s work location is to work from a site other than the UMass Amherst campus. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.
Salary Information
Pay Grade: USA/MTA Grade 11
Click here to view the Classified Step Scale
Special Instructions for Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.