Senior Subcontract Administrator (PSIV)

Job description

Requisition # 2018-8841
Department PPPL Business Operations
Category Financial Services and Procurement
Full-Time / Part-Time Full-Time
Application Deadline


Princeton University Plasma Physics Laboratory (PPPL) is a Collaborative National Center for plasma and fusion science, under contract with the U.S. Department of Energy. Its primary mission is to develop the scientific understanding and the key innovations that will lead to an attractive energy source. Princeton University is committed to providing staff with comprehensive benefits, programs, services and policies that help employees meet their needs in career, health and overall well-being in an inclusive, equitable and collegial environment.

The Sr. Subcontract Administrator (SA) is responsible for cradle-to-grave administration of higher risk, high profile, and complex acquisitions in order to minimize risks to PPPL and the federal government, while meeting urgent procurement objectives, safeguarding Laboratory policies, and maintaining effective relationships with Department of Energy (DOE), Princeton University and various laboratory stakeholders.

The SA reviews, assesses and executes commercial and non-commercial procurements, while communicating effectively, professionally, robustly and in a timely manner with requestors and stakeholders. Procurement actions must strictly comply with PPPL's DOE Prime Contract and PPPL's Procurement Policies and Procedures Manual. The SA promotes a high degree of professionalism while performing complex subcontract administration activities. The SA uses robust critical thinking capabilities, engages in well-developed critical thinking to identify areas requiring process improvements, and systematic upgrades to strengthen acquisition performance. The SA is relied upon to employ strong, relevant professional experience, and to expeditiously produce professional and consistently accurate work products which support departmental and laboratory objectives. The SA is committed to leadership and teamwork among Procurement colleagues as well as technical counterparts, in addition to promoting the highest standards of subcontract administration and reliability. The SA participates in special projects as assigned by the Director of Procurement. The SA carries authority and accountability fully commensurate with assigned duties, roles and responsibilities.


Subcontract Requirements Development/Solicitation/Negotiation/Award/Administration

  • Develop necessary understanding requirements from the Princeton Technical Requestor, to formulate a strong Request for Proposals that adequately mitigates risk in accordance with procedures. Structure thelevel-of-effort and administer the subcontract accordingly.
  • Consider and utilize the appropriate subcontract types. Fully review and address any exceptions and/orvariances in proposals received, and consult with General Counsel for legal support when necessary.
  • Demonstrate expert ability to manage workload, effectively prioritize numerous time-sensitive projects, Utilize Acquisition Milestone Schedules to promote efficient acquisition methodology for each project, while meeting project deadlines and managing the workflow of the acquisition process.
  • Negotiate and execute complex agreements within the prescribed cycle-time parameters. Document filesappropriately and accurately in standard formats. Develop clear, unambiguous subcontracts which stronglymitigate risk in accordance with the PPPL Procurement Policies and Procedures Manual (PPPM), Prime Contract requirements, and defensible best business practices.
  • Comprehend, interpret and flow-down Federal Acquisition Regulations (FAR) as required.
  • Cultivate and exhibit proficient knowledge of the PPPM, applying its precepts accurately in daily work
  • practices and products.
  • Effectively and independently use assigned authority in all aspects of the procurement process with minimal management review and revision.
  • Consistently employ critical thinking skills and independent problem-solving techniques, including leading procurement/technical meetings and effective inter-stakeholder communications, to minimize risk and promote the value of the procurement process.
  • Perform closeout of subcontracts in accordance with the PPPM and within established financial and operational guidelines.

  • Support Procurement management & compliance objectives by contributing to procurement file reviews as needed.
  • Offer mentorship, assistance, and quality assessment for junior members of the Procurement staff.
  • Contribute to the ongoing improvement of the procurement process by using and developing standard tools, templates, and effective contract language appropriately.
  • Engage in discussions of lessons learned and corrective action plans, and then assist in implementation of suggested remedies.
  • Represent the Procurement Division as a subject matter expert and address incoming process and policy inquiries.

  • Create clear, effective, concise and meaningful written and verbal communications with requestors, project stakeholders, management, and subcontractors in all phases of subcontract administration,
  • Demonstrate commitment to the role and assignment as Procurement Liaison to projects, events, programs, and stakeholder outreach.
  • Cultivate opportunities to promote a positive image of the Procurement Department and the acquisition process by reaching out to customers to communicate requirements and procedures, listening to fully understand project requirements, and then combining all data received into complete and accurate subcontracting work products.
  • Exhibit cooperative, collaborative, and professional behavior with all branches of Business Operations and the Laboratory community.
  • Outreach and benchmark with other DOE Managing & Operating Contractors (M&O's) to increase the knowledge base required to resolve issues and implement processes that lead to best practices.

Special Projects
  • Positive attitude towards accepting assigned tasks. Proactive approach to data gathering, stakeholder buy-in, management reviews, and timely execution and delivery of successful projects. Significant involvement in process improvement analysis & implementation is required.


Bachelor's Degree in a related field and 10 years of relevant experience, or Master's degree in related field, and 8 years relevant experience with progressively increasing responsibilities. Advanced certifications preferred (NCMA, ISM, etc.).

Relevant experience includes supply chain management experience, significant contract management experience, negotiation and administration (cradle-to-grave) of complex contractual agreements with emphasis in R&D, engineering, business systems, universities, and/or complex scientific components and systems. Federal government (DOE, DOD, etc.) and/or Managing and Operating (M&O) Contractor experience is strongly preferred. Contracting experience in construction, engineering, and/or fabrication is also preferred.

Candidate shall possess experience in the interpretation and application of FAR, DEAR and Uniform Commercial Code, and possess experience with federal procurement rules and regulations, procurement policy manuals, advanced procurement principles / best practices, effective negotiating procedures, and detailed cost/price analysis. Candidate shall possess demonstrated proficiency in all phases of the procurement process, “cradle-to-grave”.

Candidate shall possess and demonstrate well-developed critical thinking skills and be able to work independently with little direction at times. Reasoned problem-solving and process improvement skills are imperative.

Candidate shall demonstrate experience in assisting with requirements development, facilitating technical meetings, and a “project management” approach to procurement.

Candidate shall possess knowledge of computer-based procurement systems; demonstrated skills using various software, and strong proficiency with Microsoft Office.

Candidate shall exude high ethical standards representative of Princeton University's commitment to excellence.

Other required skills include: excellent verbal and written communication, results-oriented approach, self-motivation and dedication to the Division's success, reasoned decision-making skills, robust problem-solving skills, effective math/spreadsheet skills, and appropriate negotiation skills. The candidate must have proven outstanding organizational, prioritizing, and multi-tasking skills in a fast-paced, high-pressure environment.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 06

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


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If you are a qualified individual with a disability and are, therefore, unable or limited in your ability to use or access this system, you can request a reasonable accommodation by calling a Human Resources team member at (609) 258-2101.

Princeton University/Princeton Plasma Physics Laboratory is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Princeton University/Princeton Plasma Physics Laboratory job offers are contingent upon the candidate's successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate's current employment status with Princeton University/Princeton Plasma Physics Laboratory.

Princeton University/Princeton Plasma Physics Laboratory is a residential community and an employer that operates continuously 24 hours a day. Essential services employees perform jobs that are necessary and required to maintain basic University operations during scheduled closures or unscheduled suspension of normal operations due to emergencies, events, or other situations. Essential services employees may be asked and/or required to perform jobs or duties that fall outside of their normal job classification during an emergency event. Learn more about our Essential Services policy.

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Job No:
Posted: 11/27/2018
Application Due: 1/8/2019
Work Type: