Subcontracts Administrator II or III - Contracts

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Join the HJF Team!

HJF is seeking a Subcontracts Administrator II or III to support theContracts Department,located at the HJF Home Officein Bethesda, MD.

The Subcontracts Administrator is responsible for the subcontract management and administration of lower-tier agreements under FAR based proposals and contracts, in accordance with Federal Acquisition procurement regulations, Uniform Guidance, HJF policies and procedures, and award terms and conditions. Responsibilities for this hands-on position include pre-award proposal subcontract support and day-to-day administration of assigned subcontracts portfolio.

NOTE: As a U.S. Government contractor, all HJF employees are required to be fully vaccinated against COVID-19 by December 8, 2021. Proof of vaccination or an approved religious or medical accommodation will be required.

  1. Develops, negotiates, awards, administers, and closes-out assigned lower-tier agreements and modifications of all types and classifications in compliance with Federal regulations, HJF policy and procedures, and prime award terms and conditions. (30%)
  2. Works with Business Development, Program Managers, and Principal Investigators to identify, solicit and evaluate Subcontractors that meet proposal/contract requirements. Reviews RFP and advises staff on RFP subcontract requirements. Negotiates and executes NDAs and teaming agreements. Ensures cost reasonableness of lower-tier pricing through competition by preparing and issuing subcontractor solicitations, analyzing subcontractor proposals, documenting subcontractor selection and cost/price analysis, and making award determination. Prepares requests for consent packages and otherwise ensure HJF proposal is compliant with RFP requirements. (20%)
  3. Monitors lower-tier contractor performance and ensure compliance with prime and lower-tier agreement terms and conditions, including subcontract consent, subrecipient monitoring, receipt and review of progress reports, subcontract deliverables, and invoices. (20%)
  4. Provides advice to Principal Investigators, Program Managers, and HJF staff members pertaining to subcontract management and administration processes and requirements. (10%)
  5. Enters and maintains required subcontract and financial information in multiple HJF systems and audits entries for completeness and accuracy. Maintains fully organized, complete, and Contractor Purchasing System Review (CPSR)/Single Audit compliant files in document management system and Government reporting systems i.e. Federal Funding Accountability and Transparency Act Subaward Tracking System. (20%)
  6. May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Required Knowledge, Skills and Abilities:
  • Experience in subcontracts administration required, ideally in a government contracts setting.
  • Working knowledge of Federal Acquisition Procurement Regulations (FAR) is required.
  • Knowledge of Uniform Guidance (UG) is a plus.
  • Excellent written and verbal communication, interpersonal, coordination, organizational, and analytical skills.
  • Ability to manage multiple tasks simultaneously with competing priorities.
  • Proficiency in Microsoft Excel and Word required.

Minimum Education:Bachelor's degree required for this position. Master's degree is preferred.

Minimum Experience/ Training Requirements:
  • Level II:Minimum 3-5 years of experience is required.
  • Level III: Minimum 6-8 years of experience is required.

Required Licenses, Certification or Registration:NCMA Certification desirable.

Work Environment:Set in an office environment.

Work Arrangement:May consider 100% telework.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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