Manager, Contracts & Subcontracts Administration - Office of Research Administration
Manager, Contracts & Subcontracts Administration - Office of Research AdministrationJob no: 505257
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Office Research Administration
Salary: Salary commensurate with experience and grade/range
Applications Open: Aug 20 2020
General Summary of Position:
The Office of Research Administration (ORA) provides assistance to faculty and research staff in all aspects of managing external research funding. The Manager, Contracts and Subcontracts Administration manages and oversees aspects of the pre-award and non-financial post-award administration of contracts inclusive of award negotiation; award set-up; and award management support with extensions and other project modifications. This position is responsible for helping to ensure compliance with all Federal, State, University and sponsor policies, procedures and rules. The position works closely with the Executive Director, ORA; Director of Grants and Contracts, ORA; Director of Finance Research Administration (FRA); Grants and Contracts Administrators; UML Faculty; Office of Institutional Compliance; Office of Technology and Commercialization; and all federal and non-federal funding sponsors. This position reviews and negotiates terms and conditions for all non-standard federal, corporate and foundation sponsored agreements in accordance with University policies. This position also leads and manages all UML Subaward and Contract for Services activity.
Essential Job Duties:
- Prepare, review and negotiate contracts, subcontracts, and sponsored research awards and agreements:
- Prepare UML agreements for sponsored research as well as research services and coordinate with sponsor to incorporate necessary changes and modified language.
- Provide review of terms and conditions of incoming contracts and research funding agreements to ensure alignment and compliance with (1) proposed work and budget, (2) interests of UML as a state institution of higher education, as well as the best interests of faculty and students, and (3) state laws and UMass Board of Trustees policies.
- Review FARS/DFARS clauses in proposals and awards in accordance with University policies.
- Coordinate reviews with other UML offices (Institutional Compliance, Technology Commercialization, etc.) as needed.
- Negotiate with sponsors to arrive at acceptable terms.
- Track/monitor contracting in process and communicate with faculty, departmental and university administrators, staff and students regarding the progress of their award/contract reviews and negotiations in process.
- Position will work closely with and report to the Executive Director.
2. Award/Project Set-up: In coordination with Grants and Contracts Administrators, award/project set up:
- Prepare ORA internal documentation for award/project set-up – completing chart field form to include terms and conditions, milestones required, internal budgets, cost share, departmental and PI codes, etc.
- Confirm and coordinate approval from all applicable departments overseeing compliance related issues- export control, finance, IRB, IACUC, etc.
- Track/monitor award/project set-up process and communicate with faculty, staff and students on progress as needed.
3. Lead and Manage all Sub-award and Contracts for Services work:
- Responsible for direct supervision and training of staff keeping them up to date on changes to the sponsor, ORA, and institutional policies and practices to prepare, produce and coordinate subcontracts and contracts for services.
- Oversee day-to-day functioning of the Sub-award staff including coordination of work schedules and assignments so that deadlines are met and productivity and efficiency levels remain high.
- Lead the staff in the development of operational guidelines and Sub-award SOPs, and the assessment of workflows within ORA and between Sub-awards and other units of the ORA operation (as well as other areas of the University) to improve efficiencies and enhance customer service.
- Prepare/Review/Negotiate subcontracts, subcontract amendments, and contracts for services.
- Monitor FDP guidance and coordinate with staff to make appropriate adjustments to subcontracting processes as needed.
- Provide training and support professional development of staff coordinating and tracking this work.
4. Provide support to the Executive Director and Grants & Contracts Administrators for all incoming agreements.
- Review terms and conditions to incoming agreements; negotiate changes with sponsor as needed until the agreement is acceptable to the University.
- Review terms and conditions associated with purchase orders for research funding. Work with funder to arrive at acceptable terms. Coordinate with Office of Institutional Compliance to obtain approval for all purchase orders for research funding.
- Preparation of Modifications to existing awards – includes the preparation of no-cost extensions, re-budgeting and other modifications requiring sponsor approval.
- Communication with Sponsors – acting as a liaison to resolve exceptions to agreement terms/conditions.
- Represent ORA in work groups and initiatives related to Grants and Contracts and Subawards.
5. Drafting and Updating of Templates: In coordination with the Executive Director, periodically and as needed review and update UML agreements to ensure consistency with University policies and industry best practice.
Minimum Qualifications (Required):
- Bachelor’s Degree plus seven+ years of recent experience* in Grant and Contract review and negotiation; demonstrated experience negotiating contract terms and conditions for research funding; demonstrated knowledge of FAR/DFAR clauses
*Will consider candidates with an Associates Degree and 9 or more years of experience
- Demonstrated supervisory experience
- Given the nature and responsibilities of the position, only U.S. persons (any individual who is a citizen of the United States, a permanent resident alien of the United States, or a protected individual as defined by 8 U.S.C. 1324b(a)(3)) will be considered for this position.
- Experience in Grant and Contract Administration in a Higher Education setting
- Knowledge of federal, state and general funding agency rules and regulations
- Knowledge of A21, A133, and Uniform Guidance
- Excellent communication skills and strong interpersonal skills in order to interact with faculty, staff and individuals outside the University
- Ability to work with little direct supervision
- The ability to manage multiple priorities and work under pressure of deadlines while emphasizing excellent customer service
- Excellent organizational skills
Special Instructions to Applicants:
Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.
Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.
Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.