Subcontracts Administrator (Grants and Contracts Office)

Urban Outfitters

3d • Hybrid

About The Position

The Urban Institute’s Grants and Contracts Office (GC) is seeking a Subcontracts Administrator (Step 3/Grants & Contracts) to join our subaward and procurement team. Urban’s grants and contracts office provides comprehensive compliance support throughout the entire award lifecycle -- from proposal review to award negotiation, to issuing and negotiating third-party agreements and facilitating award closeout. The office primarily supports research funded by private foundations, as well as federal, state, and local governments. In addition, the Grants and Contracts Office manages and oversees Urban’s award portfolio to mitigate risk, ensure compliance, support new business growth and empower project success through best practices in award administration.

Requirements

• Bachelor’s Degree with 2-4 years of progressively responsible experience in grants and/or contracts administration, or a documented combination of education and experience that provides an equivalent foundation.
• Hands-on experience and working knowledge of U.S. Federal requirements related to grants and cooperative agreements, including 2 CFR 200 (Uniform Guidance).
• Demonstrated knowledge of common award instruments, including cost-reimbursement, fixed amount, fixed price, and time and materials.
• Experience supporting routine sub-agreement negotiations, including developing pre‑negotiation positions, assessing options and trade‑offs under supervisory guidance, making informed recommendations, and escalating issues as appropriate.
• Strong attention to detail, with well-developed organizational, analytical, and problem-solving skills, and the ability to work both independently and collaboratively.
• Ability to independently manage changing priorities and multitask in a dynamic work environment.
• Experience applying diplomatic skills to manage varied internal and external relationships while maintaining organizational confidentiality.
• Strong written and oral communication skills, along with solid computer proficiency including effective use of Microsoft Office- particularly Excel and Word - and Adobe Acrobat Pro.

Nice To Haves

• Experience with federal contracts and the FAR is preferred.
• Experience with foundation-funded and/or state and local awards is a plus.
• Experience with Salesforce preferred; experience with JAMIS Prime a plus.

Responsibilities

• Provide support throughout the full award lifecycle for third party agreements; pre-award activities may include assisting with the review of prime award funding announcements and RFPs to develop compliant subrecipient and/or subcontractor packages aligned with program objectives and Urban policies, including required flow-down terms and conditions.
• Conduct due diligence reviews of potential vendors and partners; and review supporting documentation for contractual, budgetary, organizational and compliance considerations.
• With support from senior staff, draft, negotiate, and administer agreements with nonprofit organizations, universities, commercial businesses, and state and local government entities.
• Ensure agreements are consistent with client requirements, procurement policies and procedures, and internal guidelines, and maintain auditable procurement and grant files.
• Support the identification and resolution of sub-agreement implementation issues with contractual or business implications by providing recommendations to mitigate risk.
• Work under senior team staff to assess project-specific procurement and subaward (assistance) requirements, identify compliance considerations, and support the implementation of required flow-down provisions.
• Support the preparation, timely submission, and tracking of required compliance reporting (e.g. FFATA, ISRs, SSRs, SCA); may assist with small business subcontracting plan requirements for applicable federal bids.
• Assist in overseeing the maintenance and accuracy of third-party agreement data in Urban-wide management systems, including JAMIS Prime and Salesforce.
• Work in Salesforce to manage third-party agreement requests from research division teams and support internal stakeholders throughout the sub-agreement process to ensure timely completion of actions, such as extensions and closeouts.

Benefits

• generous paid time off, including nine federal holidays
• medical (including prescription), dental and vision insurance, and transit benefits
• 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting
• access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees