Subcontracts Administrator

American Institutes for Research

5d•Hybrid

About The Position

AIR is currently seeking a Subcontracts Administrator to join a strong and seasoned team of contracts and procurement professionals. This role offers significant potential to make a meaningful impact on AIR’s mission. The Subcontracts Administrator (SCA) will be responsible for supporting the entire lifecycle of both subcontracts and subrecipient agreements, with a particular focus on pre-award proposal support, post-award administration, and negotiations for these agreements. Success in this position requires the ability to operate in a dynamic and evolving environment, and to contribute to process design and system implementation, especially as the organization transitions to a new Enterprise Resource Planning (ERP) platform. This position reports to the Director, Subcontracts and Procurement. In this role, the SCA will advise both internal stakeholders and external partners, including subcontractors and subrecipients, on compliance matters related to federal, state, and local requirements. The SCA will exercise sound professional judgement to interpret requirements, assess contractual and compliance risks, recommend and implement mitigation strategies, and determine when issues require escalation. The SCA will also identify and help mitigate contractual risks and uphold procurement integrity. Their guidance is essential for ensuring AIR’s compliance with all regulatory requirements and for minimizing risks associated with contracting, subrecipient management, and procurement processes. The ideal candidate will be comfortable not only executing existing processes but also shaping and improving how the work is done. This position offers flexibility to be fully remote within the United States (does not include U.S. territories) or to work in a hybrid capacity from AIR’s offices in Crystal City, VA or Chicago, IL with occasional travel required for meetings and training sessions. About AIR Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We generate evidence and apply data-driven solutions that expand opportunities and improve lives for all.

Requirements

Bachelor's degree and/or other relevant certifications with commensurate experience.
A minimum of 5 years of progressively complex and relevant contracts and grants work experience.
Substantial knowledge of federal and client contracting regulations and policies.
Demonstrated experience supporting both proposal (pre‑award) and subcontract (post‑award) functions, including subcontract negotiations involving pricing and terms and conditions.
Knowledgeable and experienced in compliance audits for moderately to highly complex procurements, ensuring adherence to client and prime contract requirements, Federal Acquisition Regulations (FAR), OMB’s Uniform Guidance, client and prime contract requirements, obligations to cognizant audit agencies, and AIR policies.
Experience with system implementations, process redesign, and continuous improvement initiatives, preferably with ERP systems.
Strong, team‑oriented communicator skilled in engaging remote and geographically dispersed groups through clear, adaptive collaboration and a commitment to being a team player.
Proven capacity to work independently and collaboratively, with strong skills in prioritizing objectives and meeting established timelines.
Ability to thrive in evolving or transitional environments including shifts in systems, processes, or organizational structures and managing multiple priorities in a fast-paced setting.
Proven excellence in functional, analytical, critical thinking, organizational and problem-solving skills with a focus on attention to detail.
Comfortable exercising judgment to analyze and articulate complex business concepts, apply sound judgment, assess risks, and offer well‑reasoned solutions that extend beyond standard templates or processes.
Proficiency in Microsoft Dynamics 365 tools including OneDrive, SharePoint, Advanced Excel, and Word as well as Adobe Acrobat Pro is required.

Nice To Haves

Experience in leveraging AI tools to drive efficiency and informed decision-making is desired.

Responsibilities

Provide pre-award proposal support, including review of solicitation requirements, preparation of agreement documentation, coordination with proposal, legal, and program teams.
Negotiate, execute, and administer post-award agreements, including drafting, issuing, modifying, and managing agreements in accordance with all contractual, regulatory, and organizational standards.
Perform and lead negotiations, including aspects related to pricing, terms and conditions, flow downs, and risk mitigation, exercising independent judgement and determining when escalation is necessary.
Advise internal stakeholders on contractual and compliance matters, exercise independent judgement in identifying risks, recommending solutions, and determining when escalation is necessary.
Act as a bridge between pre-award and post-award activities, ensuring continuity, accuracy, and alignment throughout the agreement lifecycle.
Work collaboratively with finance, legal, and program staff to ensure integrated and compliant outcomes.
Serve as a subject matter expert to staff during the preparation, monitoring, and administration of agreements, and assist with proposal documentation related to partners, including consultants, subcontractors, and subrecipients.
Support client services and program offices by providing guidance for the development of well-defined statements of work.
Excel in work prioritization and time management to meet the demands of a fast-paced environment. The ideal candidate will value the significance of their contributions to both the program office and the expectations of external clients.
Advance supplier diversity and Federal expectations for set-aside subcontracting.
Administer the SBA’s eSRS.gov reporting system and FFATA reporting to FSRS.gov.
Contributes to the design, testing, and refinement of procurement and subcontracting processes as the organization implements a new ERP system.
Provide subject matter input regarding system workflows, data elements, controls, and reporting requirements, focusing on flexibility, usability, and scalability.
Adapt to changing policies, systems, and organizational structures, and support change management initiatives across teams.