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American Institutes for Research · 1 day ago

Subcontracts Administrator

United States

Contract

Remote

Senior Level

$101K/yr - $135K/yr

5+ years exp

American Institutes for Research (AIR) is a nonpartisan, not-for-profit institution that conducts behavioral and social science research. They are seeking a Subcontracts Administrator to support the lifecycle of subcontracts and subrecipient agreements, focusing on compliance, negotiations, and process improvements.

EducationHealth CareNon Profit

Culture & Values

No H1B

U.S. Citizen Only

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

Qualification

ContractsGrants experienceFederal contracting regulationsProposalSubcontract functionsCompliance auditsERP system implementationTeam-oriented communicationAnalyticalMicrosoft Dynamics 365AI tools proficiencyProblem-solvingTime managementAttention to detail

Required

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