Subcontracts Administrator II

Updated: March 30, 2020
Job ID: 215807
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Subcontracts Administrator II to support the Department of Research Administration, Subawards located at the HJF Home Office in Bethesda, MD. 

The Subcontracts Administrator II provides procurement and sub-agreement administration in support of grants, cooperative agreements and internal purchases and internal purchases and is the liaison between Principal Investigator/Program Manager, sub-recipients and subcontractors.

Responsibilities:

  1. Drafts and negotiates Subcontracts, Subawards, Purchase Orders, Purchase Agreements, and modifications in compliance with Government Regulations and Foundation policies and procedures.
  2. Maintains organized, well-documented audit ready and compliant electronic files, including entry into Government reporting systems, i.e. Federal Funding Accountability and Transparency Act (FFATA) Subaward Tracking System.    
  3. Monitors subcontractor performance, including progress, invoices, and subcontract deliverables through closeout of subawards/subcontracts.
  4. Performs price/cost analysis; maintains documentation in accordance with Foundation policies and procedures and federal regulations.
  5. Drafts and issues Requests for Proposals (RFPs) and Requests for Quotations (RFQs) as necessary to obtain competition to ensure that Federal requirements are met.  Reviews, edits and/or assists Program Managers and Principal Investigators and with drafting Statements of Work.  
  6. Works with the Program Managers and Principal Investigators to identify, solicit and evaluate contractors and sub-recipients in support of Grants and Cooperative Agreements.
  7. May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Required Knowledge, Skills and Abilities: Working knowledge of subcontracts, subawards and purchasing from inception through closeout. Working knowledge of the Uniform Guidance and Federal Acquisition Regulations.  Ability to manage multi task simultaneously, to meet deadlines, and interact well with team members and customers. Knowledge of Microsoft Office.  Must have working knowledge of drafting and negotiating subcontract agreements. Judgment, initiative, and resourcefulness are required in making decisions in all areas of the job.

Minimum Education: Bachelor’s Degree required, Master’s degree preferred. 5+ years of subcontracting experience can be substituted for specified level of education.

Minimum Experience/ Training Requirements: 3-5 years of relevant work experience required. 

Work Environment: Set in an office environment. 

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.

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