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The University of Washington's Office of Sponsored Programs (OSP) within the Office of Research, has an outstanding opportunity for a full time Subaward Administrator.
Working within the UW Office of Sponsored Programs (OSP), the Subaward Administrator develops and supports outgoing UW subawards to subrecipients by assuring the timely, complete and accurate analysis, issuance, negotiation, execution and tracking of subawards utilizing appropriate procedures and expertise in subaward regulations and principles.
This position reports to the Associate Director of Team B and Subawards in OSP and serves as part of a team that is dedicated to the overall support of UW outgoing subawards.
This position works on subawards under federal grants and cooperative agreements utilizing the standard FDP Subaward Template or subawards utilizing other standard templates and requiring some negation such as JPA's, IPA's and staff assignments . This position will also handle federal contracts and subawards under non-federal prime awards that can be somewhat complex in nature and negotiation.
This position requires a high level of professional judgment and analysis to manage the subaward assessment, development, issuance, and negotiation and execution process. The individual in this role must work with the faculty, administrators, and subrecipient entities to ensure that a subaward supports the work proposed by the faculty; that both entities and investigators understand the requirements of the project; that the appropriate terms and conditions have been included in the subaward as defined by the prime award to UW. Professional judgment is needed when prioritizing deadlines and workload with a focus on compliance and high levels of customer service and communication at all times.
This position is responsible for receiving and analyzing individual requests for new UW outgoing subawards, as well as the renewal and/or modification of existing subawards, as assigned by the Associate Director or their designee. The requests for subawards (new, renewal and modifications) are assigned based on the type and complexity of the request, as well as staff department assignments. The individual in this position is responsible for analyzing the request to ensure all necessary compliance requirements are met, appropriate risk assessment is performed, and that the subaward is appropriate to issue and execute. This will include, but is not limited to, evaluating that associated documentation is appropriate and complete; utilizing the appropriate subaward template and ensuring that appropriate prime sponsor terms are included. Upon issuance of an initial subaward, the individual in this position will negotiate with the subrecipient entity on the terms and conditions, as required. Upon receipt of a fully executed subaward, the individual in this position will ensure all pertinent information is recorded into appropriate databases, electronic systems and physical files.
This position will assist in triaging and responding to communications received via a team email box by using established procedures.
This position will participate in process improvement activities such as the development of subaward templates, workflow processes, resources for campus outreach and education and transition to new systems to support the overall subaward process.
Other duties as assigned.
A Bachelor's degree in Business or related field AND at least three years of experience in grant and contract administration or equivalent education/experience.
Experience with and knowledge of federal and non-federal sponsor regulations and guidance, contracting methods and types, and terms and conditions. This position will be required to use independent judgment in interpreting guidelines, adapting procedures, or in recommending approaches or solutions.
Computer proficiency with Microsoft Excel, Word, Outlook, Adobe and databases in a Windows environment
Experience with learning new computer systems and transitioning to advanced technology solutions
Strong customer service and interpersonal skills
Strong verbal and written communication skills
Demonstrated experience working with a large organization and heavy workload volume
Ability to manage workload, priorities and deadlines and achieve timeline goals
Ability to multi task and maintain high degree of organization or work process
Ability to follow standard operating procedures and ensure consistency in work product
Ability to work independently with a high degree of reliability, accuracy and productivity
Ability to coordinate appropriately when management assessment, expertise or decisions are needed
Ability to facilitate information flow between multiple parties engaging in contracting process
Ability to analyze documents and information and perform risk assessment based on information contained in these documents and applicable regulations or guidance
Knowledge of and experience with federal contracts and subawards with advanced ability to assess prime federal contracts for appropriate flow down terms
Ability to coordinate a more complex level of workload including a more advanced level of analysis skills
Ability to operate proactively in assessing issues, researching resolution and recommending options for resolution
Ability to operate as a team and individual mentor to more junior staff
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Knowledge of and experience with UW sponsored projects policies and procedures
Knowledge of University of Washington Systems (FIN, SAGE, ARIBA)
Legal background or familiarity with contract law
A demonstrated capacity to work with and within a diverse community