Real Property Facilities Analyst

About UMass Amherst

UMass Amherst is a nationally ranked public research university offering a full range of undergraduate, graduate, and professional degrees.

The University sits on nearly 1,450 acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers.

In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The University of Massachusetts Donahue Institute (UMDI) Real Properties Facilities Analyst (RPFA) works with Office of Head Start (OHS) Regional Office federal staff in the creation of processes that will enhance their capacity to manage facility actions and enhance systems across the twelve OHS regions.

The RPFA is responsible for coordinating regional facilities, technical assistance activities, and supporting the development of training processes, materials, and resources.

Essential Functions

1. Provides technical assistance to Regional Office staff responsible for the review of facilities applications under 45 CFR 1303-Subpart E; support includes information on the real property life cycle and grants management policies and procedures.
2. Assists federal staff in the Regional Office in their review and oversight of reporting requirements for facility activities (purchase, construction, major renovation, subordination of a Federal interest, refinancing, and disposition) that are initiated through the submission of Form SF-429 (cover sheet with Attachment A) and applicable Attachments B (Request to Acquire, Improve or Furnish) or C (Disposition or Encumbrance Request).
3. Assists federal staff in researching properties with a federal interest by accessing various platforms, including OHS data (Notices Of Awards (NOAs), previous grant applications, etc.), online public record databases (e.g., county tax assessor websites, local online registrar of deeds), and commercial property search websites, to gain a comprehensive record of the federal investment in the properties.
4. Supports federal staff in the Regional Office with researching and managing complex facilities issues such as acquisition, disposition, use, and management of facilities under 45 CFR and 45 CFR 1303-Subpart E.
5. Confers with a wide range of key officials throughout OHS, OGM, and DGP.
6. Technical expertise may include providing checklists to assist Program Specialists in reviewing applications, or in the review of architectural documents and cost estimates to determine cost effectiveness.
7. Is familiar with resources used by Regional Office staff to support with their reporting, researching, and monitoring of real property issues to ensure compliance with all applicable laws and regulations, including, but not limited to, 45 CFR Part 75, Federal Acquisition Regulations (FAR), and environmental compliance requirements.
8. Supports Regional Office staff in the process of reviewing deviation requests, particularly related to subordination of the federal interest.
9. Technical expertise may include providing a toolkit and case examples to assist Program Specialists in reviewing applications, or co-reviewing requests.
10. Supports the Regional Office in their establishment of uniform practices to identify, oversee, and monitor facilities subject to federal interest.
11. Technical assistance may include sharing RPFI vetted resources and templates, best practices, facilitating work sessions, and systematizing across regions.
12. Is familiar with and has a functional knowledge of the use of Head Start facility tracking systems, i.e., HSES and PTMS, etc.
13. Supports regional office staff with complex real estate issues such as disposition of facilities under 45 CFR 75 and financing of real property.
14. Assists Regional Office staff in the various functions that are required to conduct investigations of properties by researching property records and necessary legal documents related to the transfer and/or encumbrance of property (e.g., deeds, leases, liens, complex financing agreements).
15. Provides technical assistance to regional offices in calculating the federal share as a percent and dollar amount in properties constructed, purchased, leased, or renovated with federal funds using basic formulas and calculations.
16. Provides support for regional staff in the evaluation of submitted documentation (e.g., architectural, mechanical plans, appraisals, insurance, environmental compliance, deeds, etc.) for real property purchases, construction, and major renovation and disposition requests.

Other Functions

1. Ongoing extensive data entry and management as well as reporting using procedures as directed by OHS and RPFI Leadership.
2. Communicates regularly with Real Property/Facilities Leadership, RPFI partners including (CDI) Transitions Works, Regional Office staff, and NC/PMFO Management as needed.
3. Participate in and/or lead RPFI team/staff trainings, and/or meetings, NC/PMFO training initiatives, and UMDI initiatives as required.
4. Exercises flexibility in handling competing priorities and conduct fiscal/facilities tasks as needs are identified by the RPFI Leadership.
5. Performs other related duties as assigned.

Minimum Qualifications

1. Bachelor's degree in Business Administration, Accounting, Finance, or related field.
2. Seven (7) years' experience in construction management, title abstract research, Certified Construction Manager (CCM) or related experience.
3. Demonstrated proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and other applications and data tracking systems (such as Smartsheet and SharePoint).
4. Demonstrated ability to independently capture essential details, interpret, analyze, and synthesize information and business terms included in legal documents and financial projections.
5. Ability to work, collaborate, and contribute across a dynamic team.
6. Demonstrated ability to understand, interpret, and apply regulatory language.
7. Ability to synthesize research into actionable steps.
8. Ability to handle multiple tasks and competing issues; ability to meet multiple and changing deadlines; ability to prioritize.
9. Experience or knowledge of real property, facilities, construction, architecture, title research, and/or federal grants management.
10. Experience working with diverse populations, including American Indian Alaska Native populations (not just race and ethnicity, but also sexual orientation, gender identity, religious affiliation, etc.).
11. Strong attention to detail, high levels of accuracy, and organization, and the necessity to meet deadlines.

Preferred Qualifications

1. Juris Doctorate and extensive experience and coursework in real estate transactions.
2. Experience and knowledge in the research and tracking federal government real property management/procurement, management of real property with federal investment/interest.
3. Demonstrated breadth of knowledge of federal and state regulations as related to Head Start facilities.
4. Demonstrated knowledge of Head Start resources in the area of program management and fiscal operations and familiarity with Early Childhood Learning and Knowledge Center (ECLKC).

Physical Demands/Working Conditions

Multiple hours in a stationary position while using office equipment and computers in the research of real property records.

Must have the flexibility to travel on an as-needed basis, within the US primarily to Boston, MA, Denver, CO, and Washington, D.C.

Environment and work demands are fast-paced and dynamic, resulting in multiple interruptions and requests for assistance.

Transportation of supplies up to 20 pounds.

The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job

Additional Details

This is a full-time, benefited position.

This position is funded by grants and/or contracts, and is contingent upon funding.

Applicants must be work authorized for employment in the U.S. on a full-time basis.

Any job offer is specifically conditioned upon the potential candidate consenting to and successfully completing a background review.

Work Schedule

Standard full-time work schedule consisting of five, eight-hour days and 40 hours each week.

Work performed in addition to the regular work week may be necessary and may require a change in availability at specific times to accommodate variations in work and client demands.

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 Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Level 32

Exempt Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle, and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.

To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.

It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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