Subcontract Administrator

RAND•Santa Monica, CA

17d•Hybrid

About The Position

RAND is seeking a Subcontract Administrator who serves as a member of the Subcontracting Team within the Procurement Services department. Subcontract Administrators provide timely , high quality, and coordinated research administrative services to RAND research, administrative and operations staff in addition to external subcontractors. They perform subcontract administration activities primarily related to drafting, negotiating, executing, and administering RAND’s outgoing subcontract awards using their knowledge of research and subcontract administration. Responsibilities will include, but not limited to: Using knowledge and understanding of research and subcontract administration negotiates subcontract with external subcontractors effectively; ensures negotiated terms are acceptable and effectively mitigating risk to RAND and award sponsors with guidance from the Subcontracting Team Manager. Evaluate applicable regulations and other requirements to identify and collect required documentation, information, and/or certifications from subcontractors to ensure transaction is processed in adherence to federal and/or sponsor requirements as well as RAND procurement policies and procedures. Support and assist the Proposal Development Services (PDS) department by providing guidance and assistance to subrecipients, subcontractors, PDS staff, RAND research staff, and Contracts & Grants Services (CGS) staff regarding sponsor policy and RAND requirements for any outgoing proposals and subcontract compliance. Monitor and analyze subcontract agreement activity using knowledge of research and subcontract administration principles, policies and procedures to ensure the subcontract is conducting work in compliance with applicable terms & conditions in addition to federal, state, and/or sponsor regulations/policies/requirements. Independently follow up with subcontractors as needed when compliance concerns arise during monitoring activity. Draft, negotiate and facilitate execution of non-financial agreements (NFA) between RAND and subcontractors/suppliers, such as: nondisclosure agreements, teaming agreements, memorandums of understanding, and data use agreements. Activities include, but are not limited to: routing for management review and approval; signature collection; electronic document management; accounting system record creation; and close out. Closeout subcontract agreements in accordance with RAND and sponsor requirements, as well as any stated requirements in the subcontract agreement terms and conditions; includes collecting all required closeout documentation from subcontractors. Independently determine which closeout documentation is , analyze documentation received for completeness, and follow up with subcontractor as needed when compliance concerns arise. Work effectively and collaboratively in a team environment. Collaborate with Procurement and Finance staff in identifying areas for improvement in office procedures and policies and creating and implementing new methods. Work effectively, prioritize and be flexible in a high-paced, high-volume professional environment, and to conclude negotiations and execute awards in a timely manner . Analyze complex situations, identify workable solutions/ alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to RAND and, if applicable, award sponsors. Responsible for routing negotiated outgoing subcontract agreements and amendments for required internal approvals and signatures, as stated in RAND procurement policies and procedures. Analyze complex situations, identify workable solutions/ alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to RAND and award sponsors.

Requirements

Requires a bachelor’s degree in business administration, accounting or similar discipline and 4 years of relevant experience, however, 8 years of relevant experience may be substituted for a BS/BA degree.
Knowledge and understanding of research administration principles, policies and procedures, as well as pertinent federal regulations such as 2 CFR 200 OMB (Uniform Guidance); Federal Funding Accountability and Transparency Act (FFATA) reporting requirements; the Federation Demonstration Partnership (FDP); Federal Acquisition Regulations (FAR); Defense Federal Acquisition Regulations (DFAR); Federal Cost Accounting Standards (CAS).
Knowledge and understanding of nonfederal sponsors and best practices in working with nonfederal sponsors, including industry, foundations and foreign sponsors.
Knowledge and familiarity with various financial and/or non-financial based agreements.
Ability to draft written agreements, review and understand basic financial documents and sponsor contract terms/conditions.
Effectively balance customer service with while ensuring regulatory compliance.
Excellent verbal and written communication.
Ability to interpret and communicate policies and regulations effectively.
Ability to use good judgement, deal with ambiguity, and willingly explore alternatives and exceptions.
Demonstrated strong computer skills: capable of Microsoft Office 365 software, particularity Word, Excel and Teams; experience with Salesforce and Workday Financial Accounting System preferred.
Ability to provide high quality customer service in fast‐paced environment while maintaining professional communication.
Maintains professional communication at all times with researchers, administrative staff, subcontractors, sponsor representatives, and auditors.

Nice To Haves

Certified Research Administrator (CRA), Certified Professional Contract Manager (CPCM), or equivalent professional certification.
Paralegal or other legal/business administration/accounting experience preferred.
Demonstrated strong computer skills: capable of Microsoft Office 365 software, particularity Word, Excel and Teams; experience with Salesforce and Workday Financial Accounting System preferred.

Responsibilities

Using knowledge and understanding of research and subcontract administration negotiates subcontract with external subcontractors effectively; ensures negotiated terms are acceptable and effectively mitigating risk to RAND and award sponsors with guidance from the Subcontracting Team Manager.
Evaluate applicable regulations and other requirements to identify and collect required documentation, information, and/or certifications from subcontractors to ensure transaction is processed in adherence to federal and/or sponsor requirements as well as RAND procurement policies and procedures.
Support and assist the Proposal Development Services (PDS) department by providing guidance and assistance to subrecipients, subcontractors, PDS staff, RAND research staff, and Contracts & Grants Services (CGS) staff regarding sponsor policy and RAND requirements for any outgoing proposals and subcontract compliance.
Monitor and analyze subcontract agreement activity using knowledge of research and subcontract administration principles, policies and procedures to ensure the subcontract is conducting work in compliance with applicable terms & conditions in addition to federal, state, and/or sponsor regulations/policies/requirements.
Independently follow up with subcontractors as needed when compliance concerns arise during monitoring activity.
Draft, negotiate and facilitate execution of non-financial agreements (NFA) between RAND and subcontractors/suppliers, such as: nondisclosure agreements, teaming agreements, memorandums of understanding, and data use agreements. Activities include, but are not limited to: routing for management review and approval; signature collection; electronic document management; accounting system record creation; and close out.
Closeout subcontract agreements in accordance with RAND and sponsor requirements, as well as any stated requirements in the subcontract agreement terms and conditions; includes collecting all required closeout documentation from subcontractors.
Independently determine which closeout documentation is , analyze documentation received for completeness, and follow up with subcontractor as needed when compliance concerns arise.
Work effectively and collaboratively in a team environment.
Collaborate with Procurement and Finance staff in identifying areas for improvement in office procedures and policies and creating and implementing new methods.
Work effectively, prioritize and be flexible in a high-paced, high-volume professional environment, and to conclude negotiations and execute awards in a timely manner .
Analyze complex situations, identify workable solutions/ alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to RAND and, if applicable, award sponsors.
Responsible for routing negotiated outgoing subcontract agreements and amendments for required internal approvals and signatures, as stated in RAND procurement policies and procedures.
Analyze complex situations, identify workable solutions/ alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to RAND and award sponsors.