Senior Grants and Contracts Administrator - Ocean Conservancy

POSITION TITLE: Senior Grants and Contracts Administrator

DEPARTMENT/PROGRAM: Finance and Administration 

REPORTS TO: Director, Sponsored Programs

STATUS: Full-time, Exempt

LOCATION: Washington, DC preferred (hybrid); other states considered: AK, CA, FL, MD, OR, TX, VA, WA, WV

ABOUT OCEAN CONSERVANCY

Ocean Conservancy works to protect the ocean from today’s greatest global challenges. Together with our partners, we create evidence-based solutions for a healthy ocean and the wildlife and communities that depend on it.

POSITION SUMMARY

The Senior Grants and Contracts Administrator (Sr. G&C Administrator) oversees Ocean Conservancy’s Marine Debris Removal (MDR) program, funded by the latest MDR award from the National Oceanic and Atmospheric Administration (NOAA). Within this multiyear, multimillion-dollar agreement, the Sr. G&C Administrator will provide cradle-to-grave compliance support for a portfolio of assistance and acquisition awards (subgrants and contracts) that might include other funding sources to be used as a match. This term-designated position is subject to funding availability, currently expected to last four years.

The Sr. G&C Administrator, working under limited supervision of the Director, Sponsored Programs and in close collaboration with key program, operations and development staff, is responsible for the administration, execution, extension and termination of various subgrants and contracts of the cooperative agreement. They will serve as a subject-matter expert in legal compliance matters, interpreting regulations, policies and requirements to provide compliance oversight and guidance to staff and subgrantees, applying their expertise in grants and contracts management to mitigate risk. Their activities will expand throughout the full cycle of the cooperative agreement, from announcements and negotiations of subgrants and contracts to activities monitoring and agreements closeout.

PRIMARY RESPONSIBILITIES

• Manage the full cycle of subgrants and contracts administration for the Large Marine Debris Removal cooperative agreement, developing standardized procedures for this award in collaboration with development, operations and program staff.
• Establish and maintain effective working relationships with colleagues and partners, focusing on finding solutions and delivering on program expectations.
• Serve as the Large Marine Debris Removal cooperative agreement point of contact for subaward and contracts management, tracking project deliverables from Ocean Conservancy and sub awardees, collecting progress reports, reviewing financial reports, following up with sub awardees and contractors as appropriate, and ensuring full compliance with the requirements of the cooperative agreement and internal policies and practices.
• Support colleagues in the program teams to ensure that procurement processes are cost-effective, efficiently designed, and in compliance with donor regulations, providing leadership in cost principles compliance, fiscal management and, as applicable, audit preparation.
• Ensure appropriate tracking systems (finance system, timekeeping system, etc.) are updated in a timely fashion to reflect the most complete and accurate data and information.
• Assist staff with soliciting subgrants and contracts, developing materials for Requests for Proposals (RFPs), managing subgrants and subcontract opportunities announcements and providing compliance expertise during risk assessments and selection process.
• Lead the process of subgrants and contract execution, assisting with negotiating terms and conditions to support Ocean Conservancy’s mission and best interests and serving as the regulatory subject-matter expert related to compliance with federal funding.
• Collect subgrantees’ technical and financial reports, review financial reports, and coordinate review of the programmatic content with program colleagues. Monitor subgrants and contracts for compliance with the cooperative agreement and Ocean Conservancy policies and procedures.
• As appropriate and necessary, ensure that subgrantees receive guidance and technical assistance on subgrant compliance issues, such as activity monitoring, financial reporting requirements, audit reports and procurement.
• Manage legal review of agreements and ensure all necessary signatures are in place and review and manage contract amendments and modifications.
• Manage routine and non-routine financial transactions, develop budgets, and ensure timely and accurate reporting of budgets vs. actual variances and related status reports.
• Create spend-down plans and model spending trends, provide ongoing financial and operational analysis.
• Approve payment requests for subawards.
• Coordinate site visits and desk reviews as needed with finance, operations and program.
• Manage subgrant, contract and cooperative agreement close-out activities as directed.
• Prepare annual revenue recognition audit schedules.
• Research, interpret, track changes and advise staff and partners on regulations, including 2 CFR 200 and other donor requirements.
• Stay current with industry trends and regulatory changes, communicating any new grant policies and changes to applicable staff.
• Perform other related work as needed.
  

REQUIRED SKILLS/QUALIFICATIONS/EXPERIENCE

• At least 8 years of experience in contract administration management positions, with specific experience in developing grants, subgrants and contracts.
• Proficient with the Code of Federal Regulations, particularly Part 200, with experience with subgrants and contractual compliance, including subaward flow-down requirements for public and private donors.
• Strong project management skills with a proven record of supporting organizations in implementing and delivering complex federally funded programs that involve multiple subawards and contracts.
• Experience working with nonprofit organizations.
• Skillful negotiator, able to exercise sound judgment.
• Fluent in English; other languages a plus.
• Strong written and oral communication skills.
• Ability to work independently and as a member of a cross-departmental team.
• Organized, attentive to detail, deadline-driven, dependable and able to juggle competing priorities.
• Customer-service focused, with demonstrated collaboration skills and a high degree of emotional intelligence.
• Resourceful and results-driven, seeking to identify opportunities for improvement into actionable plans toward resolution and impact.
• Possess a learning mindset; willingness to continue to refine skills through continuous training and/or correction to keep abreast of industry developments.
  

EDUCATION/TRAINING

• Bachelor’s Degree and appropriate professional experience. Legal or paralegal experience is strongly desired. Grants education and/or certification, preferred.

COMPENSATION
Ocean Conservancy is committed to equity in its pay practices and posts expected salary ranges for each of its positions. Compensation will be commensurate with the candidate’s specialty skills, years of experience, geographic location and unique background. The expected salary range is $79,992 to $117,548. We would welcome the opportunity to connect with potential candidates whose salary requirements may be outside of the expected range.

HYBRID WORK ENVIRONMENT

Ocean Conservancy embraces a hybrid work environment, which allows our staff the flexibility to work virtually and in-person while building strong connections across the institution.

EQUAL OPPORTUNITY EMPLOYER

Ocean Conservancy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

We encourage applicants who have a diverse level and range of relevant skills and experiences to apply. A 100% match is not required. We want to support employees’ career growth and in return, our employees help Ocean Conservancy grow into a stronger, more inclusive institution.