Subcontract Officer

University of California, San Francisco•San Francisco, CA

About The Position

The Subcontract Officer provides analytical, financial, and training support for contract and grant proposal development, grant writing, funding, administration, and budget development. Work may include pre-award proposal activities, post-award fund management, and closeout for federal, state, local, and private sponsors. The role also supports analysis of research funding trends and sources, forecasting, planning, and management of research portfolios. The position reviews, prepares, negotiates, administers, and monitors subaward and subcontract agreements and other research agreements. It reviews awards for required flow-down conditions, negotiates objectionable terms, and performs and documents annual and project-specific risk assessments. The Officer advises principal investigators and department administrators on complex research administration matters and compliance, reviews and negotiates complex agreement terms, and helps resolve questions and issues with faculty and sponsors. The role is in UCSF’s Office of Sponsored Research, which provides comprehensive pre-award services and is responsible for campus pre-award grant activity. The office is described as a $23 million operation with eleven shared service teams and staff supporting more than 2,000 faculty.

Requirements

Bachelor’s degree in a related area and at least 3 years of experience, or equivalent experience or training, or a combination of education and experience demonstrating the required capabilities.
Thorough understanding of research administration guidelines for federal and non-federal sponsors supporting research and educational activities; university experience is preferred.
Ability to manage a significant transaction volume and manage time independently.
Ability to perform complex financial and contract analysis and customized reporting.
Demonstrated competence using spreadsheet and database software for financial analysis, fiscal management, and financial reports.
Ability to provide high-quality customer service.
Ability to communicate professionally with faculty, campus administrators, and industry sponsor representatives and provide regular status updates.
Ability to respond to voicemails, emails, and other correspondence in a timely manner.
Independent judgment, strong organizational and communication skills, and a customer-service focus across diverse subject areas.
Demonstrated knowledge of effective grant-funding processes, procedures, and techniques.
Strong writing skills, including drafting persuasive text for different audiences while adhering to sponsor guidelines.

Nice To Haves

Thorough knowledge of compliance requirements related to human or animal research subjects, financial conflicts of interest, biosafety, and other research administration areas.
Current knowledge of compliance regulations across research administration.
Demonstrated knowledge of generally accepted accounting, fiscal, and reporting principles.
Demonstrated knowledge of university procurement systems and processes related to subcontracts and subcontract financial and regulatory compliance.

Responsibilities

Apply contracts and grants concepts to review, prepare, and negotiate subaward and subcontract agreements and amendment requests.
Review awards to identify required flow-down conditions and negotiate objectionable terms with subcontractors, including intellectual property and indemnity terms.
Conduct annual and project-specific risk assessments, document findings, and present assessments to the central Risk Assessment Committee.
Provide guidance and counsel to principal investigators and department administrators on complex research administration matters, including subaward compliance regulations.
Assist with audits as directed by senior staff.
Review proposal subaward and subcontract information for compliance and processing matters before awards are issued and proposals are submitted.
Develop professional relationships with sponsor and subrecipient representatives to support compliance with stated requirements.
Deliver specialized research administration, grant-writing, and proposal-development training and workshops.
Maintain organized, consistent electronic records and provide cross-coverage for team members during absences or periods of heavy volume.
Review and negotiate terms and conditions of complex research agreements and awards from various sponsors.
Respond to questions, concerns, and feedback and follow up on award and modification negotiations when faculty or sponsors have not responded.