Subaward and Contract Administrator

Available Title(s):

1138-NN_ADMINPRO - Coordinator, 1138-YN_ADMINPRO - Coordinator

Business Title:

Subaward and Contract Administrator

Employee Type:

Admin. Professional

Time Type:

Full time

Position Term:

12 Month

Position Details:

Summary of Duties:

This position has overall responsibility for the coordination and administration of outgoing subawards, subcontracts, and their respective amendments that are issued to subrecipients under prime federal or non-federal grants, cooperative agreements, and contracts for WSU Spokane and Pullman as needed. This position is responsible for program results, ensuring that all subawards are processed in a timely manner and in accordance with all applicable regulatory requirements and WSU policies and procedures, and for the initiation and management of projects to improve the operation of the subaward program. On a day-by-day basis, this position will oversee the preparation, review, and negotiation of all incoming and outgoing material transfer agreements, non-disclosure agreements, data use agreements, and other unfunded agreements for WSU Spokane and Pullman as needed. This position is responsible for ensuring that all agreements are in compliance with applicable regulations and WSU policies and procedures; ensuring the needs and priorities of the University are met; and minimizing the risk to the University to the extent practicable. As a member of the Contracts Team, the subaward Administrator may also review and submit complex proposals or be tasked with the negotiation and acceptance of federal and non-federal funding agreements. This position will significantly support policy development and outreach, and serve as backup to the Grant and Coordinator Manager position.

Duties & Responsibilities Include:

Subaward & Subcontract Management: 60%

• Manage the subaward assessment, development, issuance, and negotiation and execution process using a high level of professional judgement and analysis. Manage the workflow of all subaward activity from a wide range of funding sources including, federal, state, local government agencies, and industry sponsors and including complex subawards, such as subawards under complex federal grants and contracts and subawards with international entities. Components of this task include subaward preparation, negotiations, amendments or modifications, and approving documents for University endorsement.
• Professional judgment is needed when prioritizing deadlines and workload with a focus on compliance and high levels of customer service and communication at all times. Responsible for ensuring that all aspects of subaward processing are both timely and compliant, including subrecipient prequalification, monitoring, subaward issuance, fund reservation, and FFATA reporting.
• Ensure that each subaward supports the work proposed by the faculty; that both entities and investigators understand the requirements of the project; that the appropriate terms and conditions have been included in the subaward as defined by the prime award. Independently review subrecipient budgetary data to ensure accuracy and the funded amount corresponds to the Award document.
• Proactively and independently identify and resolve complex questions or issues as they arise. Upon discovery of any potential problems with sub-recipients/contractors, provide notification, advice, and assistance for corrective action that may be required such as: renegotiation of the sub-award/subcontract; corrections to be inserted and initialed by both parties; amendments; internal adjustments, etc.
• Manage all documentation and required terms. Ensure all appropriate documentation is completed and the required terms and conditions are included, that the period of performance of sub-award/subcontract is within the period of performance of prime award, and that funds have been set aside appropriately to be awarded to sub-recipient/contractor. Ensure the university maintains complete and accurate documentation and back up for awards.
• Coordinate, prepare, and present subaward training to area administrators and faculty for all WSU campuses.
• Operate as the central point of contact and subject matter expert for subawards for Spokane campus and Pullman as needed.
• Interpret regulations and/or initiate further inquiries as necessary in response to inquiries from project directors, principal investigators, supervisors and support staff, provide guidance to ensure compliance, and take appropriate action to reconcile sponsor requirements with University policies and procedures.
• Acts as liaison for Principal Investigators by facilitating communications with subrecipients and sponsors.
• Inform area coordinators of changes in regulations and university guidelines pertaining to subaward administration.
• Provide explanation and clarification when necessary regarding the content of subawards/subcontracts.
• Participate in discussions regarding university guidelines, policies, and procedures related to subaward accounting and budgeting.
• Ensure outgoing subawards/contracts are in compliance with applicable laws, regulations, and WSU policies.
• Regularly assess processes and procedures for opportunities to improve workflow and reduce administrative burden.
• Maintain awareness of regulatory landscape and changes in sponsor policies and practices.
• Evaluate and make recommendations for changes to policies and processes needed because of changes in regulations or overall funder policies and practices.
• Provide insight and feedback for the development of systems, reports and other tools for research administration in support of the larger university research community.

Preparation, Review and Negotiation of Non-money Agreements: 15%

• Function as the primary point of contact for the development, issuance, negotiation, and execution of material transfer agreements (MTAs), data use agreements (DUAs), confidentiality agreements (CDAs) and other non-monetary agreements (NMAs). Regularly exercise independent judgment and discretion to identify and negotiate restrictive terms and conditions and ensure that all agreements are in compliance with applicable laws, regulations, and WSU policies.
• Provide guidance to researchers regarding obligations under MTAs, CDAs, and DUAs. Provide interpretation and advice to researchers regarding material provider requirements and any reporting obligations under MTAs, CDAs, and DUAs. Provide ongoing communication to investigators on the status of agreement negotiations.
• Develop, manage, and coordinate the contracting processes and agreements for non-monetary agreements. Create and update educational and outreach materials to assist with or make presentations throughout the campus.
• Independently communicate extensively with a wide range of individuals including faculty, staff and students at WSU and other researcher institutions, contracting officers and attorneys at other entities, both locally and internationally, on MTAs, DUAs, CDAs, and other non-monetary agreements and related laws, regulations, principles, policies, and guidelines including confidentiality, copyright, liability, licensing, publication and other issues germane to a public research university.
• Collaborate with Coordinators on MTA provisions within research funding agreements.
• Maintain awareness of trends, such as sponsor policies and procedures, as they relate to MTAs, CDAs, and DUAs by self-study, attending seminars, professional meetings and courses that enhance personal development and strengthen the user function.

Review and Negotiate Terms and Conditions for In-coming Award: 10%

• Review and negotiate terms and conditions for federal and non-federal contracts that require complex negotiation for consistency with University policy, state, and federal law, and other legal or policy ramifications. This portfolio will include industry and international awards.
• Ensure that award documents are consistent with state and federal law, regulations, and WSU policy and procedures.
• Discuss terms and conditions of grant and contracts with principal investigators as needed.
• Assist with new account setup for funded projects. Provide explanation and clarification when necessary regarding the content of contracts/subcontracts.
• Provide backup to Grants and Contracts Manager Spokane and Coordinators in Pullman as needed to review and submit approved Investigator proposals to federal, non-federal, state, and private sponsors.
• Professional judgment is needed when prioritizing deadlines and workload with a focus on compliance and high levels of customer service and communication at all times.

Budget certification, Proposal and eRex preparation, Training compliance, Reports: 10%

• Provide budget certification to Spokane campus and Pullman as needed.
• Coordinate with principal investigator(s), staff, and faculty in preparing, reviewing, and certifying sponsored projects budgets for external funding sources and preparation and routing of eREX’s.
• Initiate, review, complete, and approve proposal documents for submission to sponsors.
• Provide guidance on cost-sharing requirements, effort certification, and cost-sharing.
• Maintain up-to-date knowledge and expertise in federal/state/private agencies regulations and policies and stay abreast of new laws or changes in legislation, such as OMB Uniform Guidance, and agency specific guidelines as they pertain to award and subaward administration and monitoring.
• Provide compliance training assistance to all faculty and PIs on Spokane campus, to include Community Health in Seattle.
• Provide monthly proposal submission and awards reports, and other reports as needed.

Other: 5%

• Other duties as assigned

Required Qualifications:

A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Grants and Contracts Administration experience. Experience may include processing, negotiating, and/or the administration of agreements with funding agencies, including but not limited to, the federal government, businesses, non-profit associations, state governments, Indian Tribes, or private philanthropic foundations or outgoing subaward/subcontract agreements.
• Excellent interpersonal and communications skills. Experience establishing priorities and managing multiple projects.
• Ability to think critically and use good judgement.
• Strong analytical skills.

Preferred Qualifications:

• Three (3) or more years of experience in sponsored programs administration or grants and contracts administration.
• Experience with outgoing subcontract/subaward administration.
• Demonstrated knowledge of policies governing the administration of subawards, grants, cooperative agreements, and contracts at educational institutions.
• Experience applying policies and procedures relating to intellectual properties administration or technology transfer within a research university setting.
• A Masters or Professional degree in a related field.

Additional Information:

This position is located on the WSU Spokane campus. The appointment may be eligible for hybrid or remote work arrangement to be discussed if contacted for interview.

Area/College: WSU Spokane

Department Name: Office of Research
City, State, Zip: Spokane, WA 99202
Department Link: https://spokane.wsu.edu/research/office-of-research  
 

Monthly Salary: $4,508.70 - $6,763.06; commensurate with qualifications and experience.
 

In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidate’s current experience, education, skills, and abilities related to the position. Successful candidates typically begin up to mid-point of the salary range. For more information regarding Administrative Professional (AP) Compensation at Washington State University (WSU), please visit the following website: https://hrs.wsu.edu/managers/classification-compensation/ap-compensation-structure/ .

WSU offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts.

For a more detailed summary of benefits offered by WSU for AP staff visit: https://hrs.wsu.edu/wp-content/uploads/2024/01/2024-Benefit-Overview-for-Faculty-and-AP-1.pdf .

Find total compensation information here: https://hrs.wsu.edu/managers/recruitment-toolkit/total-compensation/ .
 

Overtime Eligibility: To be determined based upon negotiated salary.

FTE: 100%
This is a permanent position.
 

Posting Close Date: Applicants must submit their completed application by Sunday, June 2, 2024 at 11:59 p.m.

Background Check: This position has been designated by the department to require a background check because it requires access to children or vulnerable adults as defined by RCW 74.34, engages in law enforcement, requires security clearance, interacts with WSU students in a counseling or advising capacity, has access to personal identifying and/or financial information, unsupervised access to university buildings/property, or other business-related need.  A background check will not be completed until an initial determination of qualification for employment has been made.

Application Instruction:

External candidates, upload all documents in the “Resume/CV” section of your application. Current WSU Employees (internal candidates), before starting your Workday application, please use these instructions to update your education and experience in your worker profile in Workday . Internal candidates, upload all documents in the “Resume/Cover Letter” section of your application.

Documents may be submitted as one file or separate files. Applicants are encouraged to upload as a PDF, if possible.

Applicants are required to include contact information for professional references within the application.

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .