Subawards Administrator

Overview

PRIMARY FUNCTION:

Establishes and monitors subcontracts under sponsored programs. Responsible for effectively assisting the TJU community in complying with sponsor requirements regarding subaward award management of sponsored programs. Ensures compliance with audit and policy requirements related to subcontracting. 

ESSENTIAL FUNCTIONS:

• Responsible for coordinating, preparing, negotiating, and issuing subawards and modifications to subrecipients from federal and non-federal prime awards for assigned portfolio.
• Reviews audit and compliance reports for subcontractors to identify high-risk entities and imposes special terms and conditions based on that review for assigned portfolio and makes corrective recommendations.
• Advises faculty to resolve issues related to subrecipient performance or non-compliance for assigned portfolio.
• Works with subcontractors to ensure reporting and invoicing requirements are met.
• Oversees the initial phase of subaward invoice processing performing a first-level review of each and investigating and resolving potential issues before sharing with the Subawards Manager.
• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

OTHER FUNCTIONS AND COMPETENCIES:

• Works with academic departments to confirm subcontract provisions before issuance to establish purchase orders for subcontracts.
• Reviews audit and compliance reports for subcontractors to identify high-risk entities and imposes special terms and conditions based on that review for assigned portfolio.
• Oversees Principal Investigator (PI) subaward sign-off process.
• Maintains database and central electronic files of subcontractors, subcontracts, and related audit and compliance reports for assigned portfolio.
• Ensures the accuracy of the Research Administration Center of Excellence (RACE) invoice tracker.
• Monitors and disseminates information from the subawards e-mail
• In collaboration with RACE colleagues, works with subcontractors to ensure reporting and invoicing requirements are met.
• Works with outside auditors upon request.
• Participates in system implementations (where necessary) and institutional operations.
• Serves as a liaison between University and funding sponsors and as an intermediary between PI’s, administrative staff, and sponsors.
• In collaboration with Subawards Manager, ensures internal processes and procedures are up-to-date and in compliance with Jefferson’s subrecipient monitoring policies (i.e., Subrecipient Commitment Form, Subrecipient Versus Contractor Checklist, Subaward Request Form under an Account Sponsored Programs Account).
• Other Duties as Assigned.

INTERNAL/EXTERNAL CONTACTS:

Internal: Faculty, Department Administrators/Business Managers, Office of Technology Licensing, University Counsel, Office of Research Administration, and other Research Offices.

External: Partnering Institutions of Higher Education and other subcontractors. Various federal agencies within the Department of Health and Human Services, including staff at the National Institutes of Health, National Science Foundation, as well as the Department of Education and the Department of Defense.

EXPERIENCE REQUIREMENTS:
3+ years experience in a research administration environment.

ADDITIONAL INFORMATION:

A thorough knowledge of OMB’s Uniform Guidance, NIH policies and procedures, Federal Acquisition Regulations (FAR), the Bayh-Dole Act, issues surrounding intellectual property and the ability to use analytical and creative problem solving skills while working independently and part of a team to meet expected deadlines. Financial experience and proficiency in Excel preferred.Demonstrated subaward management or research administration experience involving a variety of grants. Experience analyzing and preparing subaward agreeements/amendments and other subaward-related responsibilities to ensure the continuity of funding. Familiarity with various sponsor and sponsoring agency electronic research administration systems.

Thomas Jefferson University has a long and proud history in contributing to the national healthcare workforce. It aspires to create a diverse and inclusive environment, knowing that the creative energy and innovative insights that result from diversity are vital for the intellectual rigor and social fabric of the University and is requisite for a highly effective healthcare workforce of the future. As a scholarly community, the University welcomes people of all racial, ethnic, cultural, socio-economic, national and international backgrounds, diversity of thought, pedagogy, religion, age, sexual orientation, gender/gender identity, political affiliation and disability.