University of Massachusetts Medical School

Division Administrator II

1 month ago
Requisition Number
# of Openings
Exempt/Non-Exempt Status



Under the general direction of the Business Manager or designee, the Division Administrator II will perform complex and varied financial and administrative functions.  This position will support the business needs of the Center for Health Policy and Research as a member of the Administrative Core team.  The support will involve pre- and post- grant award fiscal management and reporting, preparing contracts, invoicing, preparing personnel actions and other financial transactions. 





  • Coordinate with Director, faculty, and staff to determine financial needs, develop new fiscal year budget, and prepare written reports including rationale and supporting financial data for designated programs and projects
  • Present proposed budgets to Directors and/or Management Teams; revise and implement where applicable
  • Monitor dispersal of funds to determine appropriateness and compliance of expenditures; review and forecast actual versus planned expenditures.
  • Work closely with funding agencies and internal departments to prepare all required documents in accordance with funding and regulatory requirements
  • Develop and prepare monthly management reports as assigned;
  • Liaison with UMMS departments, i.e. Human Resources, Financial Services, Asset Management, Telecom, Information Services, Commonwealth Medicine, Environmental Health and Safety,  Facilities, Radiation Safety, etc.
  • Supervise and evaluate performance of staff accountants and other administrative staff
  • Insure all personal action activity related to hiring, firing, contracting, and funding are completed accurately and on time.
  • Assist in development of organizational structures for business units;  determine specific staffing requirements in coordination with faculty and staff
  • Prepare position descriptions, requisitions, and advertisements for all positions within programs/division; confer with department staff and human resources to assist in the selection of new employees. Conduct orientation and training sessions as appropriate for new faculty and staff
  • Advise faculty and staff in designated programs on Human Resource policy and procedures
  • Administer the preparation and submission of grant proposals
  • Maintain liaison with granting agencies and investigate potential grant projects and sources of grant funds
  • Manage indirect cost time and effort reporting; complete space surveys
  • Coordinate special projects and provide assessment of fiscal and administrative operating efficiencies and effectiveness.
  • Participate in the design, development, implementation, and evaluation of programs and projects;  ensure that proper procedures are followed
  • Provide coverage as necessary in absence of Program Director or Senior Administrator.
  • Perform other duties as required.





  • Bachelor’s degree in Business Administration, Management or Accounting, or equivalent experience
  • 3 years of related experience, including  budgeting, accounting, and administrative experience
  • Demonstrated supervisory ability and the skills to communicate with individuals and groups both orally and in writing
  • Proficiency in using Microsoft Office applications and databases.


  • Experience in an academic, non-profit setting
  • Significant experience in federal grant funding, foundation funding, and contract work
  • Understanding of healthcare research and related policy
  • Experience with a high paced work environment, attention to detail and ability to meet deadlines


Under the general direction of the Director or designee



Supervise staff accountants, financial assistants, and administrative assistants



Usual office environment

Additional Information



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