Subaward Coordinator

University of Louisiana at Lafayette•Lafayette, LA

About The Position

The Subaward Coordinator is responsible for the administration, coordination, and monitoring of subawards issued by the University in support of sponsored programs. The position serves as a primary resource for Principal Investigators, departmental administrators, central research administration offices, and subrecipient organizations and ensures that subawards are established and administered in accordance with federal regulations, sponsor requirements, University policies, and applicable terms and conditions.

Requirements

Bachelor's degree, or three to five years' professional experience in grants management, project management, or the non-profit sector involving federal, state, or private funding agencies required.

Responsibilities

Coordinate the full lifecycle of subawards, from initial subaward setup through amendment, monitoring, and closeout.
Review subaward documentation to ensure required information, approvals, budgets, scopes of work, and supporting documents are complete and consistent with the University's sponsored award and applicable sponsor requirements.
Prepare and process subaward agreements, modifications, amendments, extensions, budget revisions, and other subaward actions in accordance with University and sponsor requirements.
Coordinate with Principal Investigators, departmental personnel, Pre-Award and Post-Award staff, Procurement, Accounting/Finance, and other University offices to facilitate timely execution and administration of subawards.
Communicate directly with subrecipient organizations regarding agreements, required documentation, invoicing, financial and performance reporting, compliance requirements, and other subaward matters.
Conduct and document subrecipient risk assessments in accordance with applicable federal regulations, sponsor requirements, and University procedures and assist in determining appropriate subrecipient monitoring requirements based on the nature, size, complexity, and risk level of each subaward.
Monitor subrecipient compliance throughout the period of performance, including required financial and programmatic reporting, audit requirements, insurance and other applicable documentation, and compliance with subaward terms and conditions.
Review subrecipient invoices for accuracy, completeness, appropriate supporting documentation, consistency with the approved budget and scope of work, and compliance with applicable award requirements.
Coordinate with Principal Investigators and departmental personnel regarding review and approval of subrecipient invoices and performance.
Monitor subaward expenditures, balances, budgets, and periods of performance and identify potential financial or compliance issues requiring corrective action.
Track subaward deliverables, financial reports, programmatic reports, and other required documentation to ensure they are received and reviewed timely.
Maintain comprehensive subaward files and records, including risk assessments, executed agreements, amendments, correspondence, invoices, monitoring documentation, reports, audit information, and closeout records.
Develop and maintain tracking systems for subaward agreements, amendments, expiration dates, invoices, reports, risk assessments, monitoring activities, and closeout requirements.
Monitor subawards for compliance with applicable federal requirements, including 2 CFR Part 200 (Uniform Guidance), sponsor-specific requirements, and University policies and procedures.
Coordinate subaward closeout activities, including final invoices, financial and programmatic reports, confirmation of completion of required deliverables, resolution of outstanding issues, and deobligation of remaining funds.
Assist with subrecipient audit and monitoring activities, including review of Single Audit information, audit findings, management decisions, corrective action plans, and other relevant compliance information.
Assist with the development, implementation, and continuous improvement of University policies, procedures, standard operating procedures, and internal controls related to subaward administration and monitoring.
Stay current on federal regulations, sponsor requirements, University policies, and emerging guidance affecting subaward administration and monitoring.
Support internal and external audits by providing subaward documentation, monitoring records, financial information, and other requested materials.
Complete all training mandated by the ORAC department and the university.
Perform other related duties and special projects assigned.