Subcontracts Administrator III

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Updated: September 25, 2019
Job ID: 215167
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Subcontracts Administrator III to support the Subawards Department located at the HJF Home Office in Bethesda, Maryland. 

The incumbent will provide management and administration of Subaward agreements under Grants and Cooperative Agreements with a wide range of requirements. Reports to Sr. Subcontracts Manager. The individual holding this position works under limited to no supervision and guidance. Functions as liaison between HJF and Subrecipients. Judgment, initiative, and resourcefulness are required in making decisions in all areas of the job. 


  1. Provide mentoring, guidance, and expertise to department staff. 
  2. Works with the Program Managers and Principal Investigators to identify, solicit and evaluate Subs that meet proposed requirements, including technical expertise.
  3. Prepare CRADAs as required.  
  4. Prepare analysis documentation required for subaward agreements.  
  5. Advises Program Managers, Principal Investigators and researchers regarding information required to complete agreements, understanding contract types, terms and conditions and other necessary information in order to perform the function. Reviews, edits and/or assist in developing statement of work to ensure required services are obtained at minimal risk to HJF and Government.
  6. Prepare price analysis and file justification and documentation in accordance with policies and procedures and Uniform Guidance.  
  7. Drafts and negotiates Agreements and modifications of all types and classifications in compliance with OMB Uniform Guidance and the Code of Federal Regulations (CFR) and HJF policies and procedures. 
  8. Maintains organized, well-documented Single Audit compliant files.
  9. Monitors performance, including progress, financials, and deliverables.  
  10. Reviews, approves and processes invoices for payment ensuring costs are allocable, allowable, and reasonable and in accordance with terms and conditions of the agreement.
  11. Resolves outstanding contractual issues and obtains required releases in order to perform close-out on a timely basis.
  12. Develops and enters information in Government databases, such as FSRS and SAM.Gov, for required reports.
  13. Maintain a constant interface with subrecipients to ensure the timely delivery in compliance with requirements.
  14. May provide guidance and leadership for junior staff members.
  15. Completes other projects as assigned.

Required Knowledge, Skills and Abilities: Experienced subawards/subcontracts professional with good communication and organizational skills. Applicant must be proficient at negotiating terms and conditions. Senior level knowledge of OMB Uniform Guidance and the Code of Federal Regulations (CFR), working knowledge of Single Audit requirements and requirements for file compliance in a federal environment. Candidate must have a working knowledge of the subawards/subcontracts life cycle from inception through close-out. Ability to manage multiple tasks simultaneously, to meet deadlines, and to interact well with team members and customers.  

Minimum Education/Training Requirements: Bachelor’s degree in business or related field required. Master’s degree desirable.

Minimum Experience: 8-10 years direct subcontract administration experience.  

Work Environment: Office environment; local and regional travel may be required.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.