Clerk III (Research Support Services Clerical Administrator)

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, and performing data entry into OPAM's (Office of Post-Award Management) award management system.

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, 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. Assesses 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. 

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.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

Two (2) years of full-time or equivalent part-time experience in office work. An Associate's degree or higher may be substituted for the required office work experience.

Interpersonal communication skills including the 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. 

Preferred Qualifications

Two (2) years experience in research administration.

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. 

This position is subject to final budgetary and administrative approval.

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.