Subcontracts Administrator - Princeton University

The Subcontracts Administrator (SA) will serve as a member of the team in the Office of Research and Project Administration (ORPA), reporting to the Subcontracts Manager, to provide timely, high quality, and coordinated research administrative services to University faculty and staff. The SA, as a member of the University’s central organization charged with overseeing the institution’s research administration processes, is primarily responsible for preparing, negotiating and overseeing subcontracts (i.e., third party agreements conveying programmatic responsibility under sponsored programs).

The SA is responsible for advising and assisting department administrators, principal investigators, and staff relating to subcontracting on sponsored programs; interpreting and explaining award terms and conditions, negotiating subcontract terms and conditions, including a portfolio of complex and high risk subcontracts, and assisting in the resolution of inquiries that develop in the course of projects by consulting with department administrators, Finance & Treasury, principal investigator(s), staff, sponsors, and subrecipients. Working in conjunction with the Subcontracts Manager, the SA will partner with university departments and centers and train/proactively convey to them information regarding institutional processes regarding subcontracting.

The SA must have a strong service orientation, proven problem-solving abilities, demonstrated oral and written communication skills, ability to multi-task and prioritize efficiently, and the ability to work collaboratively and effectively with central departments, faculty, staff, students, sponsors, and subrecipients.  As a professional staff member, the SA is an advocate for responsive and data-driven research administration processes. The SA must be energetic and able to function effectively and independently in a fast-moving environment subject to external pressure and frequent interruptions. The SA is expected to provide back-up support for members of the subcontracts team, including the Subcontracts Manager.  The SA assists the Subcontracts Manager in developing subcontract policies and procedures and ideas for increasingly effective service.

Primary responsibilities:

• Review complex prime award terms and conditions, evaluate overall risk, and develop appropriate subcontract documents to be issued to subrecipient institutions/organizations, recognizing and differentiating between low-risk and high-risk transactions and documenting such determinations.
• Represent the University to subrecipient institutions/organizations and negotiate terms and conditions of high complexity with subrecipient institutions/organizations, with guidance from or referral to the Director, Assistant Directors of Grants and Contracts, and Subcontracts Manager as necessary; this activity may additionally require consultation with staff from the offices of Technology Licensing, Procurement, Risk Management, Export Controls, Conflict of Interest, Finance and Treasury, and the General Counsel.
• Issue agreement modifications to subrecipients as requested by investigators and department administrators.
• Ensure adherence to the University’s subcontract policies through effective monitoring, particularly of high-risk subcontracts.
• Effect quality control standards for full execution of subcontract documents by confirming equivalent funding allocations in the University’s financial accounting system via appropriate management of PS Grants, working with SRA staff and departmental administrators as required and authorizing release of funds for this purpose when appropriate.
• Advise faculty investigators and departmental administrators about University policies and procedures for budgeting for, issuing and managing subcontracts, including preparation and submission of related requests to ORPA.
• Assist Sponsored Research Accounting with coordination and payment of subcontract invoices, including follow-up with subrecipients, as needed.
• Under the direction of the Subcontracts Manager, update or modify subcontract-related policies.
• Under the direction of the Subcontracts Manager, update as needed Standard Operating Procedures for the entire subcontract process.
• Maintain Princeton ERA and internal tracking data systems for quality assurance, ensuring timely entries for internal/external audit requirements and reporting metrics; conduct data analysis and draft special reports.
• Monitor through regular reporting and review of operational data progress of negotiations to meet ORPA’s goal of expedient customer service to investigators, and adoption of best practices in subcontracting nationally.
• Working under the direction of the Subcontracts Manager, develop model subcontract agreements and modifications for future use based upon successful negotiations.
• Working under the direction of the Subcontracts Manager, develop, maintain, and update a repository of standard terms and conditions as well as fall back terms and conditions for negotiation of subaward agreements and modifications.
• Participate in developing and providing training on sponsored research, including all aspects of the subcontract lifecycle, to the campus community.
• Assist the Subcontracts Manager in completing internal and external audit processes related to subcontracts, including review of audit documentation for compliance and accuracy.
• Provide back-up support to the Assistant Subcontracts Administrator in the closeout process to ensure adherence to reporting requirements and timely closeout of all subcontracts, in order for prime awards to close on time.
• Attend local and regional meetings of professional research administrators and keep abreast of changes in sponsor requirements, legislation and audits affecting sponsored programs generally and subcontracting specifically.  
• Undertake strategic and other projects as assigned.

Essential Qualifications:

• Knowledge of research administration principles, policies and procedures, as well as pertinent federal regulations such as OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), the Federal Acquisition Regulation (FAR),  Federal Funding Accountability and Transparency Act (FFATA) reporting requirements, the NIH Grants Policy Statement, the NSF Proposal & Award Policies & Procedures Guide (PAPPG), and the Federation Demonstration Partnership.
• Knowledge of contracting/compliance issues relevant to subcontracting to a range of different collaborators/organization types, including intellectual policy, conflict of interest, human and animal subjects, export control, cost accounting standards and cost sharing.
• Knowledge of nonfederal sponsors and best practices in working with nonfederal sponsors, including industry, foundations and foreign sponsors.
• Advanced knowledge and capabilities in drafting/composing complex subcontracts and other related agreements.
• Ability to draft contracts and other agreements, effectively using knowledge of prime award terms, core University principles, policies and processes.
• Experience with research administration in an academic setting is highly desirable. 
• Strong oral and written communication skills; analytical problem-solving ability, emotional maturity and ability to provide high quality service in a timely manner.
• Ability to interpret and communicate policies effectively.
• Ability to exercise good judgment, deal with ambiguity, and willingly explore alternatives and exceptions.
• Ability to 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.
• Ability to analyze complex situations, identify workable solutions/alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to the University;
• Ability to develop and maintain effective working relationships in a diverse, multicultural, multilayered environment. Frequent interaction with faculty members, staff, students and research community representatives.
• Fluency in internal and external systems that support research administration.
• Excellent writing skills and attention to detail.
• Ability to take initiative and work independently, consulting with appropriate parties as needed.
• Ability to effectively balance customer service with regulatory compliance.
• Willingness to work the hours necessary to accomplish the job.
• Ability to provide high quality customer service.  Maintain professional communication at all times with faculty, department administrators, central administrators, subrecipients, and sponsor representatives by providing regular status updates.  Responds to voicemails, emails, and other correspondence in a timely fashion.
• Ability to work effectively and collaboratively in a team environment.  Work with ORPA staff in identifying areas for improvement in office procedures and policies and creating and implementing new methods. 
• Willingness to take on special projects or additional duties as needed.
• Understanding of University’s objectives, policies, organization and procedures is helpful.

Minimum Qualifications:

• Bachelor's degree required or minimum of 3-5 years of related experience.
• Experience in a university environment preferred.
• Certifications in research administration and/or contracting preferred.
• Knowledge of the Princeton ERA system and PeopleSoft Financial systems is desirable.
• Working knowledge of PCs, including Microsoft Word, Excel, PowerPoint, Outlook, and the Internet. 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS