(Hybrid) Subaward Negotiator - Office of Sponsored Programs

West Virginia University • West Virginia, WV

8d • Hybrid

About The Position

The Office of Sponsored Programs at West Virginia University is currently accepting applications for a Subaward Negotiator. This position independently manages the drafting, review, negotiation, and execution of subaward agreements to ensure compliance with federal regulations, sponsor requirements, and WVU policies. The role safeguards institutional interests by evaluating legal, financial, and compliance risks and coordinating with internal stakeholders across the research enterprise. Work directly impacts institutional risk exposure, sponsor relationships, and research operations.

Requirements

• Bachelor’s degree in social sciences, liberal arts, law, or related discipline is required.
• A minimum of two (2) years of experience in the following:
• Professional Office Experience
• Interpreting federal regulations, including a working knowledge of export control laws and regulations
• Interpreting complex legal terms and conditions and research accordingly.
• Experience with subcontract/subaward administration.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Knowledge of federal, state, and institutional regulations, including export control and IRB requirements.
• Ability to interpret complex legal terms, contracts, and regulatory documents (e.g., FAR, DFARS, CFR, OMB guidance).
• Knowledge of research administration and compliance frameworks.
• Ability to apply policies, procedures, and sound judgment to complex assignments and competing priorities.
• Strong analytical and problem-solving skills.
• Effective communication, negotiation, and interpersonal skills with diverse stakeholders.
• Ability to work independently with discretion and confidentiality.
• Strong organizational and time management skills; ability to meet deadlines.
• Proficiency with standard software and administrative systems.
• Ability to prepare clear reports, correspondence, and presentations.
• Commitment to continuous learning and process improvement.
• Ability to collaborate across departments and build strong working relationships.
• Basic financial or accounting proficiency.

Nice To Haves

• Master’s degree
• Juris Doctor from a U.S. American Bar Association – accredited law school

Responsibilities

• Employ professional judgment and independent decision-making skills to prepare and negotiate subaward agreements that protect the interests WVU by ensuring that subaward agreements are in compliance with the prime sponsor guidelines, contractual requirements, federal regulations, including Uniform Guidance and federal funding accountability and transparency act (FFATA) requirements, and University policy considerations in the areas of intellectual property, copyright, insurance, governing laws, indemnification, and payment schedules.
• Independently assess sponsor type, activity, and statement of work to determine the appropriate flow-down clauses.
• Assess subrecipient eligibility and risk.
• Establish subaward payment schedules to create mandatory audit documentation and ensure efficient cashflow.
• Develop and maintain subrecipient monitoring materials, including subrecipient commitment forms and other resources for vetting subaward institutions at the subaward stage.
• Apply organizational policies and procedures to resolve moderate to complex matters.
• Apply independent judgment and resourcefulness to adapt to the business circumstance.
• Provide internal and external customer service to include addressing sponsor and customer verbal and written inquiries.
• Maintains efficient, accurate, and complete records of subaward agreements, budgets, and other related documentation essential for audit and reporting purposes
• Coordinate with OSP leadership and other stakeholders (i.e., compliance and legal teams) to address risk assessment concerns, special provisions, obligations, and/or addition of any special terms needed for the proper administration of the award.
• Serves as a primary point of contact and subject matter expert for subaward agreements.
• Make referrals to the OSP website or the appropriate WVU staff and/or faculty for additional information to state, federal, or other government agencies and departments, and other sponsors of research.
• Facilitate daily communication with the Award Negotiation Associate and Assistant Directors, sponsors, and WVU faculty and staff.
• Provide program, as well as direct internal and external client, support services.
• Independently respond to inquiries.
• Utilize the OSP platforms, Huron (WRAP) and Kuali Coeus (KC), to create and locate reference documents, activity, and route logs.
• Utilize the OSP platform WRAP to maintain meticulous records.
• Prioritize time-sensitive material for appropriate action.
• Complete other duties as assigned by the Associate and Assistant Directors of OSP, Award Negotiation.
• Build and maintain positive business relationships with internal and external customers, including college, department, and center leaders.
• Collaborate with OSP Pre-Award and Award Initiation sub-departments to help move forward initiatives related to OSP’s goals and enhance the level of success in achieving OSP’s overall objectives.
• Respond to faculty inquiries regarding OSP Award Negotiation procedures.
• Assist with creating and maintaining OSP website content, including developing training resources for faculty/staff, Standard Operating Procedures, and OSP guidelines for Award Negotiation content.
• Assist with coordinating, developing and presenting training or informational programs and presentations.
• Assist with drafting and maintaining award negotiation manuals and guidance to ensure consistency and compliance by the WVU community.
• Assist in the development of creating information and supportive documents for OSP.
• Proactively make recommendations for improvements to OSP and WVU processes and procedures.
• Stays abreast of regulatory landscape and changes in sponsor policies and practices; makes recommendations and initiates necessary actions as needed to maintain compliance when changes are implemented and impact sponsored programs.
• Independently review non-subaward contractual documents as requested (e.g., agreements, purchase orders, grant awards) ensuring that all terms and conditions are acceptable to WVU, the WVU Research Office, the WVU Research Corporation, the WVU Board of Trustees, and the Principal Investigator.
• Employ professional judgment and independent decision-making skills to negotiate terms and conditions with sponsors based on university policies and under the supervision of the Director of OSP, Award Negotiation and the Vice President for Research.
• Prepare and send letters of exception to sponsors, describing any terms and conditions that are unacceptable, suggesting alternative terms, and providing justification for revision.
• Manage issues consistent with WVU procedures and objectives.
• Work with appropriate agency and sponsor contacts to ensure that corrections and/or exceptions are incorporated into the terms and conditions, as directed.
• Use in-depth knowledge of University policies and procedures to provide guidance to faculty and staff regarding sponsored programs as they may relate to compliance issues including, but not limited to, export control, data security and data use, and human subjects.
• Independently ensure that proper approvals are obtained from the Institutional Review Board (IRB) for the Protection of Human Subjects, the Institutional Animal Care and Use Committee (IACUC), the Institutional Biosafety Committee (IBC), and the Office of Export Control upon completion of the review process.
• Contact sponsors and researchers to establish rapport, understanding and/or information, as well as to facilitate the use of the organization’s services.
• Coordinate with the Award Initiation and Management sub-department to assist with the establishment of sponsored awards within systems.
• Facilitate the progression of the award lifecycle from Award Negotiation to the Award Initiation stage by providing clear, substantive documentation highlighting unique post-award management requirements, and provide information sufficient to issue subawards, as necessary.
• Ensure proper follow-up to requests pertaining to the review of sponsored research agreements.
• Attend on and off campus meetings as necessary concerning OSP and reports back on issues of importance.
• Serve on committees and task forces as directed.
• Prepare and present reports as directed.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level