Real Property Facilities Analyst - Nationwide Search

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, 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), has been tasked to: (a) help increase capacity for the Office of Head Start (OHS) Regional Offices (RO) in the determination, tracking, and management of the federal interest in Head Start (HS) and Early Head Start (EHS) grantee facilities nationwide; and (b) provide technical assistance in the funding of safe and healthy facilities for HS children through the Real Property Facilities Initiative (RPFI). The Real Properties Facilities Analyst (RPFA) will work with 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.  Since services are provided nationwide some travel is required for this position.  The RPFA will be responsible for coordinating Regional facilities technical assistance activities and supporting the development of training processes, materials and resources within the scope of the RPFI. The RPFA will interface and communicate regularly with federal staff, UMDI, Community Development Institute (CDI) and the National Center on Program Management and Fiscal Operations (NC/PMFO) management staff.

Primary direction for day-to-day activities will be provided by the position’s immediate supervisor.  Guidance and direction for RPFI project objectives and deliverables will be provided by the RPFI Leadership Team. 

Essential Functions

Regional Office support:

• Provide technical assistance to Regional Office staff responsible for the review of facilities applications under 45 CFR 1303-Subpart E; support will include information on the real property life cycle and grants management policies and procedures.
• Assist 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).
• Assist 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.
• Support 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 75.318 and 45 CFR 1303-Subpart E. Confer with a wide range of key officials throughout OHS, OGM, and DGP. 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.
• Be familiar with resources used by Regional Office staff to support with their reporting, researching and monitoring of real property issues in an effort 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.
• Support Regional Office staff in the process of reviewing deviation requests, particularly related to subordination of the federal interest. Technical expertise may include providing a toolkit and case examples to assist Program Specialists in reviewing applications, or co-reviewing requests.  
• Support the Regional Office in their establishment of uniform practices to identify, oversee and monitor facilities subject to a federal interest. Technical assistance may include sharing RPFI vetted resources and templates, best practices, facilitating work sessions, and systematizing across regions.
• Be familiar with and have a functional knowledge of the use of Head Start facility tracking systems, i.e., HSES and PTMS, etc.).
• Support regional office staff with complex real estate issues such as disposition of facilities under 45 CFR 75 and financing of real property.
• Assist 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). This includes providing 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.
• Provide 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.
• Ability to work, collaborate and contribute across a dynamic team of content experts to ensure RPFI deliverables are met with the highest level of accuracy and professionalism.

Other Functions

• Ongoing extensive data entry and management as well as reporting using procedures as directed by OHS and RPFI Leadership; i.e., regional Smartsheet tracking sheets.
• Communicate regularly with Real Property/Facilities Leadership, RPFI partners including (CDI) Transitions Works, Regional Office staff, and NC/PMFO Management as needed.  Participate in and/or lead RPFI team/staff trainings, and/or meetings, NC/PMFO training initiatives and UMDI initiatives as required.
• Exercise flexibility in handling competing priorities and conduct fiscal/facilities tasks as needs are identified by the RPFI Leadership. Performs other duties as assigned.