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Academic Administrator II
Job Number: 2018-32055
Category: Administrative Professional
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Med School
Department: School - Center for Clinical Research - W826000
Salary Grade: 45
Num. Openings: 1
Post Date: Dec. 22, 2018


Under the general direction of the Department Chair or designee, the Academic Administrator II is responsible for planning and managing the administrative and business affairs of a department whose functions include: education, research, clinical care, and service.


  • Collaborate with the representatives of the School to define and prioritize departmental strategy and direction. Identify trends, appraise cause and effect, and evaluate and highlight opportunities to improve department performance
  • Foster on-going improvements in operating efficiency/process
  • Direct analytical studies of existing or proposed services and activities to provide the economic basis for management decisions to improve operational/financial performance and to realize productivity improvements
  • Assist the chair in determining space needs for faculty and revenue operations in the Department
  • Oversee facility needs for the department including renovations and day to day operations as it relates to the research and teaching mission of the department
  • Advise the Chair on Human Resource issues such as the development and execution of organizational/staffing plans for faculty and non-faculty
  • Responsible for the recruitment, compensation plans, and merit of faculty  
  • Advise the Chair, faculty and department personnel on employee relations issues  
  • Supervise all personal action activity related to hiring, termination, increases contracting and funding
  • Serve as advisor to faculty for the pre and post award activity relating to grant management
  • Assist with the negotiation of research and trust fund contracts with outside organizations
  • Develop and manage the department's annual budget reporting significant variances and trends, recommending corrective action, and providing forecasts
  • Review department needs and recommend priorities based on availability of funds
  • Devise funding strategies where the sources represent multiple venues, internally and externally
  • Manage all department funding sources by monitoring revenue and expenditure activity
  • Adhere to University, State, and funding agency regulations
  • Responsible for the division's indirect cost, time, and effort reporting
  • Advise faculty in charge of revenue generation research trust funds assuring viable operations, revenue billing, and compliance to University and Federal guidelines
  • Represent the department at administrative meetings within and outside of the MedicalSchool
  • Serve on Institutional committees established to improve school operations and system implementations
  • Perform other duties as required


  • Bachelor’s of Science degree in Administration or related field or equivalent experience

  • 5 years of related experience

  • Prior supervisory experience required  



  • Demonstrated  success in an operational/administrative role within an academic healthcare setting   

The UMass Center for Clinical and Translational Science (UMCCTS) was founded in 2006 to enhance clinical and translational research across the five University of Massachusetts campuses (Amherst, Boston, Dartmouth, Lowell, University of Massachusetts Medical School) and our clinical partners, UMass Memorial Medical Center and Baystate Medical Center.  The academic administrator is a key member of the administrative leadership team of the UMCCTS.

Additional responsibilities include:

  1. Manage and supervise pre- and post-award activities
  2. Manage financial aspects of CTSA Training Grant (TL1) and Career Mentored Development Program (KL2) to include budgetary responsibilities as well as working with trainees and scholars during and after the appointment process
  3. Implement a financial tracking and forecasting system for grant, institutional and research core accounts.
  4. Lead the development and tracking of budgeting processes.
  5. Work with OSP, Grant Accounting, Budget Office on any and all matters related to UMCCTS projects. Resolve all inquiries regarding problems or issues related to accounts payable, payroll.
  6. Knowledge of detailed terms and conditions, award letters, and other governing documents
  7. Supervise a financial assistant.
  8. Prepares and processes payables, journal transfers and payroll authorizations.


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