University of Massachusetts Medical School

Contract Administrator II - Budget Specialist

4 weeks ago(11/20/2017 2:49 PM)
Requisition Number
# of Openings
Exempt/Non-Exempt Status



The Contractor Administrator II—Budget Specialist: Clinical Research has primary responsibility for supporting the UMass Center for Clinical and Translational Science Office of Clinical Research, departments and study teams for issues related to clinical research funding agreements, focusing on clinical research budgeting and patient care service price support for human research. 


The Budget Specialist primarily serves as an institutional resource relating to clinical research patient care costs and institutional requirements and expectations associated with clinical research budgets and serves as the primary negotiation point of contact for budget negotiation with non-federal sponsors.  The Budget Specialist works closely with departments, study teams and UMass Medical School’s clinical partners and coordinates activities/works closely with units within the Medical School such as Research Funding Services, Office of Technology Management, Departmental Administrators, study team members and Investigators.  


The Budget Specialist also serves as subject matter expert, UMMS resource and super user for the Clinical Trial Management System and administrator for OCR contract management database. 



  • Represents UMass Medical School to Industry and non-federal sponsors in negotiation of clinical funding agreements;
  • Provides information about institutional positions, policies and requirements to funders as well as study teams/Investigators;
  • Coordinates with Contract Administrator II—Terms Specialist, Contract Administrator III and department/study team on negotiation of budget terms for associated agreements and provides cross-coverage to Contract Administrator II and III as necessary;
  • Monitor negotiation timelines and work with Investigators, Departments and Study Teams to support expedited study initiation and keeps Principal Investigators, Department Administrators, Study Team and team members apprised of potential roadblocks and substantive contracting or budget negotiation issues;
  • Serves as primary resource to study teams for pre-award/financial assessment activities for clinical research including collaboration with study teams and departmental contacts to support appropriate budget development for clinical research, to clinical research budgets and patient care pricing, ensuring that study teams have complete, accurate information to perform a financial feasibility assessment or to ensure all incurred costs (institutional and patient care) are addressed;
  • Provides support and advice to departments and study teams on unusual post-award financial management responsibilities and requirements in research agreements as applicable;
  • Support maintenance of the Charge Master in OnCore, including updates and responses to queries;
  • Meets regularly with study team/department Provide assistance to clinical research budgets, tracks and negotiates agreements and amendments in accordance in a timely manner; reviewing for accuracy, completeness and adherence to institutional positions, requirements and policy as well as applicable state, federal and other law or regulation;
  • Collaborates with billing and reimbursement experts at UMMS clinical partners to streamline and enhance accuracy of patient care service pricing to assist departments/study teams.
  • Prepares final documents for final review and execution by institutional signatory;
  • Provides education and guidance to departments regarding budget requirements for research involving a human component, participates in pre-award training and educational outreach initiatives to faculty and UMMS staff.  Assists in preparation of institutional training materials and presentations;
  • Support project setup;
  • Support coordination between pre-award and post-award financial management needs;
  • Assist with the development and maintenance of all assigned written departmental policies and operating procedures.
  • Recommend and implement process enhancement recommendations to support expedited project startup;
  • Assist with web page content development and maintenance as assigned.



  • Create, review and negotiate grant applications and contract proposals reviewing for accuracy, completeness, presentation of project, and appropriate budgets.
  • Review, analyze, interpret, and negotiate legally binding terms and conditions of awards.  Advise faculty and UMMS staff on award terms and conditions.  Prepare and process agreements, and amendments.
  • Ensure all relevant documents are in compliance with respect to institution policies, federal regulations, state regulations and sponsor guidelines.
  • Responsible for all aspects of the budgets related to award including review of re-budgeting requests ensuring compliance with both internal audit and sponsor guidelines.
  • Oversee the generation of payments requests.
  • Resolve conflicts and facilitate contract and grant revisions through discussions and correspondence with agency officers and legal personnel, University counsel, faculty and staff.
  • Work with principal investigators and UMMS staff by providing advice in the preparation of responses to Requests for Applications, Program Announcements, Requests for Proposals and other special funding mechanisms by analyzing, interpreting, and explaining their unique requirements.
  • Ensure the validity of data transferred to post-award financial systems and permissibility of proposed post-award budget changes.  Work closely with Grant Accounting to resolve any issues.
  • Participate in pre-award training and educational outreach initiatives to faculty and UMMS staff.  Assists in preparation of institutional training materials and presentations.
  • Perform risk management assessment and closeout audits required to formally closeout awards.  Facilitate process ensuring required progress and final reports are submitted.
  • Perform other duties as required.




  • Bachelor’s degree in Business Administration, or equivalent experience
  • 3 years of relevant experience in grant/contract preparation preferably working in a research administration environment.
  • Experience in contract negotiations.
  • High level of oral and written communication skills with ability to interpret and communicate policies effectively.
  • Demonstrated problem solving skills with ability to recommend alternative solutions to complex issues with the capability of persuading others toward a course of action.
  • Knowledge of NIH and other Federal agency regulations.
  • Advanced computer skills including Microsoft Office software, web searching, database applications, and information retrieval.  PeopleSoft knowledge helpful.  
  • Excellent organizational and time management skills.
  • Excellent interpersonal skills including the ability to prioritize, problem solve and work under pressure in a deadline oriented environment.
  • Demonstrated ability to act with discretion and judgment and maintenance of confidentiality. 


  • CRA certification
  • Experience in an academic medical center as a coordinator and/or grants and contracts manager
  • Experience in industry clinical trial agreement budget creation and negotiation


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