Contract & Subaward Specialist

  • Salk Institute for Biological Studies
  • La Jolla, San Diego, CA, USA
  • Sep 02, 2020
Full time   Business/Financial Affairs/Financial Aid Grants, Sponsored Programs, Research Legal Affairs

Job Description

Posting Details

    • Posted: August 10, 2020
  • Full-Time
  • Salk Main Campus



    La Jolla, CA, USA
    Salk Main Campus



    La Jolla, CA, USA
    +0 more less

Job Details

Description

Application Instructions:

Employment History Include your last ten (10) years of employment history, or length of your employment history if less, including all position (even those that are not relevant to this position) and periods of unemployment. Incomplete information could disqualify you from further consideration.

POSITION SUMMARY

Responsible for the preparation, negotiation, review, submission, and management of institute research contracts and subawards, including federal, state, voluntary health agencies and foundations.

Assists faculty and staff with assessing contract and subaward opportunities, preparing proposals, negotiating terms and conditions, and drafting agreements. Provides guidance and assistance to faculty and staff with proposal preparation, submission, and reporting. Provides support as needed to ensure that the faculty and research units maximize opportunities to secure external funding. Prepares, submits and manages external subaward and contract proposals and awards. Supports day-to-day operations, processes, practices and challenges associated with sponsored research administration, from the development and processing of proposals to reporting and closeout. Performs varying levels of pre-award duties related to selected external funding agency proposals. Independently reviews proposals to ensure the proper commitment of Institute resources and compliance with Institute and sponsoring agency requirements. Independently identifies problems, troubleshoots and resolves variances, formulates solutions and makes recommendations in accordance with Institute, departmental, and agency requirements.

ESSENTIAL FUNCTIONS

(45%) Prepare, review and negotiate contracts and subawards for all funding mechanisms and sponsors

  • Independently or in collaboration with Grants Administrators, prepares incoming and outgoing subaward agreements and coordinates with sponsors and subcontractors to incorporate necessary modifications.
  • Utilizes FDP templates when appropriate.
  • Reviews and negotiates terms and conditions of incoming and outgoing contracts and subawards to ensure alignment and compliance with (1) the proposed work and budget, (2) the interests of the institute and faculty and (3) all appropriate laws and institute policies. 
  • Reviews and negotiates FAR and DFAR clauses in proposals, contracts, and awards in accordance with the interests of the institute and its policies. 
  • Serves as the primary responsible person for the preparation of federal, state, and other research contracts. Works with faculty and staff on the preparation of all administrative portions of proposals. Prepares and compiles components for each submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with sponsor requirements.
  • Creates timelines for proposal preparation and review, including internal documents, final budges and budget justifications to ensure accuracy and conformance with sponsor and institute requirements. Reviews final proposal for accuracy, completeness and format compliance with sponsor guidelines. Ensures advance processing of documents through appropriate departments to meet deadlines.
  • Stewards administrative proposal process including timeline creation, formatting requirements, submission processes, and deadlines.
  • Coordinates with other institute departments, including the Office of Technology Development, the General Counsel, Research Accounting, and Procurement, as needed. 
  • Collaborates as necessary with Grants Administration staff and other administrative departments regarding budgets and other documentation.
  • Advises the Senior Director of Grants Development and other institute leaders on the risks and suitability of particular contracts and subawards.
  • Tracks and monitor contracts and subawards in process and communicates with faculty and staff regarding the status.
  • Maintains accurate and timely records using department and institute IT systems.

(20%) Manage a portfolio of contracts and subawards

  • Collaborates with Grants Administration staff on the management of subawards, including modifications, compliance, and reporting.
  • Serves as the primary person responsible for managing contracts, including modifications, compliance, and reporting.
  • Serves as the institute FFATA contact and maintains all FFATA documentation.
  • Serves as the institute FDP contact and maintains all FDP documentation.
  • Gathers data and develops reports relevant to job responsibilities and special projects as needed.
  • Works with various administrative departments (e.g., CSO, Research Accounting, Purchasing, ARD, OTM) and Committees (e.g., IACUC, IRB, ESCRO) to assure proper post-award management.
  • Ensures ongoing compliance with Institute and Federal and State policies related to human subjects and animal research.

(20%) Grants Administration

  • Manages all aspects of a portfolio of grant and fellowship applications and awards, including pre-award, submission, and post-award compliance and reporting.
  • Prepares and submits grant and fellowship applications and awards. Stewards administrative proposal process including timeline creation, formatting requirements, submission processes, and deadlines. Works with faculty and staff on the preparation of all administrative portions of applications, including budgets. Prepares and compiles components for each submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with agency requirements. Advises and/or assists as appropriate in the design, formatting and preparation of grant documentation.
  • Reviews final proposal for accuracy, completeness and format compliance with agency guidelines. Ensures advance processing of documents through appropriate departments to meet deadlines.
  • Provides independent secondary compliance review of applications prior to submission.
  • Collaborates with Research Accounting for post-award financial management. Works with various administrative departments (e.g., CSO, Research Accounting, Purchasing, ARD, OTM) and Committees (e.g., IACUC, IRB, ESCRO) to assure proper stewardship of grant funds.
  • Ensures ongoing compliance with Institute and Federal and State policies related to human subjects and animal research.
  • Works with faculty and staff on the preparation of administrative portions of progress reports and other administrative requests.

(15%) Advisory Role, Leadership, and Communication

  • Serves as in internal subject matter expert on contract and subaward matters.
  • Assists with the development, implementation, and maintenance of departmental policies and standard operating procedures to execute best practices. Assists with developing and implementing Institute-wide policies and procedures to maintain compliance with funding agency regulations. Establishes and maintains a positive and cooperative working relationship with faculty, staff and management.
  • Develops and disseminates written materials, including reports, articles, and web content.
  • Works with department staff to effectively solve problems and proactively identify areas of improvement, process reengineering and system implementation. Automates manual processes to take advantage of available technology and resources whenever possible.
  • Participates with departmental members to set timelines, define priorities, and set goals. Provides regular assessment of work, measures strengths and weaknesses, and suggest steps for consideration.
  • Projects a strong service support role in meeting internal and external customer needs. Effectively communicates orally, in writing and electronically.
  • Maintains an acceptable attendance record, is punctual and meets established deadlines.
  • Works on special projects as assigned.

EXPERIENCE

Required:

  • Typically requires a minimum 10 years of related experience with a Bachelor’s degree in a related field, or minimum of 8 years of related experience with an advanced degree in a related field.
  • Advanced experience in handling small to large size contracts and subawards.
  • Non-profit grants management experience in proposal development, grant financial management or grant-related process improvement, or equivalent combination of post bachelor’s education and experience.
  • Knowledge and experience with grant and contract policies, program reviewer guidelines, and extramural funding requirements. Proven ability to analyze and interpret which policies and procedures apply to a given situation; proven ability to perform internal review of procedures to ensure compliance with the Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards2 CFR 200 (commonly called "Uniform Guidance").
  • Extensive knowledge and experience with FDP templates and procedures.
  • Extensive knowledge and experience with Uniform Guidance, FAR, and DFAR provisions.
  • In-depth knowledge and current demonstrated experience in grant and contract proposal formats, preparation, submission and administration, as well as federal, state and private granting agency regulations.
  • Experience in projecting salary, benefit and indirect costs with knowledge of payroll and personnel regulations including impact of salaries, merit increases, range adjustments and benefit costs.
  • Experience in planning, researching, prospect searching, analyzing, implementing, and evaluating programs, and preparing grant and contract proposals, with the ability to develop reports and oral presentations.
  • Experience with writing, analyzing, and editing related documentation, including various styles and lengths and for various audiences on an unusually broad range of subjects under tight deadlines (highly proficient in proofreading, editing, content style, flow and tone of written materials, proper grammar, spelling, punctuation, sentence construction, and formatting).
  • Knowledge of national and international trends in research.

Preferred:

  • Experience with Cayuse SP and 424
  • Experience with grants.gov, NSF FastLane, CDMRP eReceipt System, proposalCENTRAL, and/or other on-line proposal submission systems.
  • Supervisory or relevant leadership experience

EDUCATION

Required

  • Bachelor’s degree in business or related field or equivalent years of experience.

Preferred

  • Certified Research Administrator certification
  • Professional certification in contract management
  • Master’s degree in related field or Juris Doctor degree

SKILLS AND ABILITIES

Required

  • Advanced and thorough working knowledge of applicable principles, concepts, and regulatory requirements related to contract and subaward administration, including Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulations (DFAR).
  • Strong working knowledge of FDP templates and procedures.
  • Excellent negotiation skills to effectively propose and finalize terms and conditions of contracts and subawards.
  • Excellent organizational skills; demonstrated ability to work on projects with competing deadlines and to establish goals and workload priorities to meet established and variable deadlines; flexibility in dealing with a variety of people and competing demands. Demonstrate skill in classifying, categorizing, and updating information on a systematic basis. Ability to set up and accurately maintain files for rapid and accurate access to information.
  • Exceptional writing skills to effectively draft, review, edit, and style relevant documents.
  • Ability to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Word, Excel, Adobe, PowerPoint, and e-mail programs.
  • Superior interpersonal and communication skills to effectively work in a collaborative spirit with a diverse population encompassing multi-disciplinary research. Demonstrated ability to maintain a professional approach during interaction with a wide variety of personalities in demanding situations and maintain cooperative working relationships with staff and faculty. Must work effectively as part of a team, collaborating with colleagues, and approach actions in a service-oriented manner. Must be able to communicate effectively, professionally, and persuasively with external parties.
  • Exercise discretion and independent judgment to solve problems. Proven ability to locate and investigate new sources of information to evaluate and implement solutions to problems.
  • Strong concentration skills and demonstrated ability to focus on priorities and maintain follow-through.
  • Ability to maintain strict confidentiality and to appropriately handle highly sensitive situations and issues.

SPECIAL CONDITIONS OF EMPLOYMENT

  • Must be willing to work in an animal-related research environment.
  • Satisfactory completion of the Institute’s background investigation.
  • Must be willing to sign confidentiality agreement.
  • Work schedule may vary based on workload and grant submission deadlines; standard schedule is Monday - Friday, 8:30 a.m. - 5:00 p. m.
  • Must be willing to periodically work additional hours, including evenings and weekends as needed.

PHYSICAL REQUIREMENTS

This position requires constant keying, sitting, seeing, talking, analyzing, communicating, reading, reasoning, writing and working inside. 

Qualifications


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwi

Application Details

When inquiring or applying for positions at the Salk Institute for Biological Studies, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at the Salk Institute for Biological Studies and at other institutions of higher education in the region on www.AcademicCareers.com