Subcontracts Administrator

Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Subcontracts Administrator.

We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today’s challenges.

The Subcontracts Administrator will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.

AIR’s Contracts and Grants Office (CGO) is seeking a Subcontracts Administrator to join its innovative team. CGO provides support to program staff throughout the entire contract lifecycle, from pre-award capture and proposal development through post-award contract administration and closeout. This position reports to the Director, Subcontracts and Procurement. 

As a Subcontracts Administrator, you will manage subcontract administration and procurement functions. You will advise on federal compliance, contractual risk, and procurement integrity, ensuring regulatory compliance and risk mitigation. This role involves ensuring subcontracts comply with policies, legal requirements, and customer contracts. It is highly visible, interacting with all management levels and staff involved in contracting activities.

You will work with a dynamic team and have opportunities to pursue mutual, long-term career development goals. If you are excited to be part of a dynamic team and want to roll up your sleeves, this role is for you.

We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.

Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations.This does not include U.S. territories. 

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

Essential job functions include but are not limited to-

• Subcontract Management:
• Develop, negotiate, and administer subcontract and consulting agreements.
• Provide guidance and support to staff in the preparation, monitoring and administration of subcontracts and assist with the proposal documentation related to team partners (consultants/subcontractors).
• Support service delivery staff with guidance for well-defined statements of work ensuring the requisite contractual and administrative documentation to support procurement integrity.
• Performance Monitoring:
• Analyze procurement and subcontracting requirements and assist in initiating and designing Requests for Proposal to source service providers.
• Ensure quality and qualification considerations for third-party consultants, subcontractors, and suppliers, including source selection and price analysis.
• Support service delivery teams in interpreting requirements for third-party team members and assist in sourcing and compiling responses for client proposals.
• Promote supplier diversity and meet Federal set-aside subcontracting expectations.
• Negotiation and Compliance:
• Negotiate subcontract terms and conditions, including the flow-down of obligatory clauses.
• Engage in conducting and ensuring compliance audits for moderately to highly complex procurements, adhering to client and prime contract requirements, Federal Acquisition Regulations, OMB’s Uniform Grant Guidance (UGG), obligations to the cognizant audit agency, and AIR policies.
• Understand and execute compliance with assorted procurement policies and processes, including 2CFR200 Uniform Grant Guidance and Federal Acquisition Regulations (FAR).
• Administer agreements and internal records management used by and integral to effective compliance and stewardship by client service delivery teams and financial leadership.
• Coordination and Collaboration:
• Work closely with the client service delivery teams, finance teams, proposal teams and other members of the contracts and procurement department to ensure smooth subcontract administration.
• Support a culture of continuous improvement by encouraging and implementing team-driven solutions.
• Foster a collaborative environment by actively engaging with colleagues to achieve shared objectives.
• Reporting and Information Systems:
• Support small business reporting requirements and handle inquiries related to subcontractor due diligence requests.
• Administer the SBA’s eSRS.gov reporting system and FFATA reporting to FSRS.gov.
• Work with various information management and workflow systems including OnBase ECM and Deltek Costpoint, and other internally developed applications.
• Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on institutional needs.

Education, Knowledge, and Experience:

• Bachelor’s degree and/or equivalent of at least 2 years of relevant experience; demonstrated capability considered.
• At least 2 years’ experience in Procurement, specifically Subcontracting and Services areas, with Domestic Federal Contracts and Grants, preferred.
• Experience with Costpoint or other cost accounting systems.
• Proven experience in subcontract administration, preferably in a government contracting environment.
• Knowledge of FAR and DFAR.

 Skills:

• Effective communicator with the ability to work with individuals at all levels and from diverse backgrounds in a virtual work environment.
• Demonstrated commitment in consistently finishing tasks and projects with diligent follow-through.
• Proven ability to work well independently, and collaboratively as needed, while prioritizing multiple objectives and projects to consistently meet established timelines in a fast-paced environment.
• Demonstrated decision-making, critical thinking, and problem-solving skills with strong attention to detail and accuracy.
• Skilled in anticipating and understanding customer needs, consistently providing exceptional service and support.
• Exhibited flexibility and adaptability while collaborating with different teams and adjusting to evolving priorities.
• Proficient in using standard Microsoft 365, including OneDrive, SharePoint, Excel, Word, PowerPoint, and Adobe Acrobat Pro.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR maintains a drug-free work environment.

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to recruitment@air.org.

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams at ftc.gov/scams.

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