Subcontracts Administrator I or II – Research Administration

Overview

Join the HJF Team! 

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

Provides management and administration of Subaward agreements under Grants and Cooperative Agreements with a wide range of requirements. Reports to Sr. Subcontracts Manager, Subawards. The individual holding this position works under the general supervision and guidance of the supervisor. Functions as liaison between HJF and Subrecipients. Judgment, initiative, and resourcefulness are required in making decisions in all areas of the job.

NOTE: As per Executive Order 14042, all HJF employees are required to be fully vaccinated against COVID-19. Proof of vaccination or an approved religious or medical accommodation will be required.

Responsibilities: 

1. 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.
2. 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.
3. Prepare analysis documentation required for subaward agreements. 
4. Maintains organized, well-documented Single Audit compliant files.
5. Monitors performance, including progress, financials, and deliverables. 
6. Reviews, approves and processes invoices for payment ensuring costs are allocable, allowable, and reasonable and in accordance with terms and conditions of the agreement.
7. Resolves outstanding contractual issues and obtains required releases in order to perform close-out on a timely basis.
8. Develops and enters information in Government databases, such as FSRS and SAM.Gov, for required reports.
9. Maintain a constant interface with subrecipients to ensure the timely delivery in compliance with requirements.
10. As applicable, prepare cost reasonableness analysis.
11. 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: 

• Experienced subawards/subcontracts professional with good communication and organizational skills. 
• Must be proficient at negotiating terms and conditions.
• 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 preferred.
• Working knowledge of the subawawards/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: Bachelor’s degree in business or related field required. Master’s degree preferred.  

Minimum Experience/ Training Requirements: 

• Level I: A minimum of 0-2 years of experience required.
• Level II: A minimum of 3-5 years of experience required.

Work Environment: This position takes place in a office setting. 

 Work Arrangement: Hybrid. 1-2 days/week on-site, 3-4 days of telework. 

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.   

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