Subaward Manager

OUR STATEMENT

The San José State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live. The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

GENERAL NATURE OF POSITION

The San José State University Research Foundation (SJSURF) Office of Sponsored Programs (OSP) partners with the SJSU Office of Research to assist faculty in the pursuit of external funding for sponsored research, service projects, and other discretionary activities. Fully committed to delivering best in class services, OSP serves as the central coordination point for all grants and contracts, and partners with principal investigators (PIs) to ensure compliance with federal, state, and institutional policies.

As a member of the OSP leadership team, this position will work directly with faculty on the creation and development of grant proposals and in the negotiation of grant and contract awards for research, training, and other projects of San José State University (SJSU). The subaward manager utilizes specialized skills to exercise discretion and independent judgment to perform work directly related to the acceptance of sponsored project agreements at SJSURF, having a diverse and complex portfolio of federal and non-federal sponsored projects. The subaward manager is responsible for reviewing, negotiating, and accepting the agreements that govern the sponsored projects at SJSURF and confirming that the terms and conditions accepted can be met by SJSURF. The incumbent is also responsible for the drafting, issuance and execution of subaward agreements related to SJSURF's sponsored projects, as well as the proper documentation of nonstandard terms, award management requirements, and funding attributes that enables OSP to appropriately manage and account for the project. The incumbent will supervise the subaward specialist.

ESSENTIAL DUTIES & RESPONSIBILITIES

Function 1 – Supervision and Leadership

• Provides strategic oversight and day-to-day management of all operations related to incoming and outgoing subawards as part of SJSURF's grant and contract research portfolio. This position is responsible for subrecipient monitoring, research agreement negotiation, and all other matters arising during the lifecycle of a subaward.
• Ensures effective, efficient workflow, process management, and adherence to SJSURF, SJSU, sponsor, federal, state, and other applicable policy and standards. This includes sponsored project policy development and implementation, workflow and process review and refinement, and providing guidance and input on general SJSURF fiscal and administrative policies.
• Oversees and ensures timely submission of FFATA reporting.
• Oversees and ensures collection of subrecipient Single Audit documentation.
• Oversee the performance of Risk Analysis and review subrecipient commitment documentation to ensure SJSURF is cognizant of, and protected from, issues and potential risks.
• Provides subject matter expertise and consultation to SJSU employees and researchers. This position provides policy interpretation and implementation instruction to faculty, researchers, staff and others in all campus units and colleges handling sponsored projects to ensure subaward management adheres to SJSU, sponsor, state, federal and other legal and compliance requirements.
• Train and mentor subaward team. Perform all supervisory requirements, including approval of leave and timesheets and conducting performance reviews. Advise and determine actions for hiring, performance or other sensitive employment matters for supervised staff.
• Monitor workload of supervised staff and reassign work as needed to meet deadlines and compliance requirements.
• Review work of the subaward team and sign management letters, subaward agreements, and other legal documents.
• Advise SJSURF post-award staff on subaward management and compliance requirements based on review and interpretation of sponsored agreement terms. As needed, approve and submit appropriate reports and other compliance documents for specified awards to meet sponsor's deliverable obligations.
• Make final determination on complex subaward situations, including the interpretation and implementation of SJSURF administrative and fiscal policies and procedures, negotiated agreement terms and conditions, other proposal and award documents, and policy documents for federal, state, and private agencies.

Function 2 – Subawards and Contracts

• Liaise with contracts manager as needed to determine best path forward with less complex contracts.
• Prepares presentation materials and assists with faculty training events as it relates to the subaward and negotiation process.
• Prepare subaward documentation, utilizing the appropriate agreement mechanism and terms and conditions. This position is responsible for subrecipient prequalification, confirming fund reservation, subaward issuance, funds release, and monitoring. The subaward manager has knowledge of award management guidance for a variety of prime sponsors (federal and nonfederal).
• Review subrecipient statements of work, budgets, budget justifications, indirect cost rates, fringe benefit rates, certifications and representations, conflicts of interest policy implications, human and animal subjects, and other compliance considerations.
• Negotiate or assist in the negotiation of agreements with other higher-education institutions, non-profit organizations and on occasion, industry sponsors, and drafts technical contract language covering such issues as intellectual property rights, cost-sharing, fiscal and procedural constraints and other similar matters.
• Negotiate subaward terms and conditions with subrecipient institutions, consulting with pre-award specialists, post-award analysts, contract manager, and faculty members as needed. Ensure consistency with prime award terms and conditions and government-wide regulations.
• Assist with annual Single Audit as needed.
• Document the status of agreement issuance in the appropriate system(s) of record and tracking systems.
• Monitor processes and procedures throughout the agreement life cycle to ensure continued programmatic correctness and compliance with various regulatory requirements and OGC policies and procedures.
• Perform subrecipient monitoring functions, support FFATA reporting, assist with audit reporting requirements, and will provide back up to coordinate with the grants accounting unit on closeout.
• Manage the coordination and workflow for larger network grant subawards (incoming and outgoing).
• Anticipate and respond to customer needs; follows up until needs are met.
• Perform other job-related duties as assigned.

INTERPERSONAL CONTACTS

• Directly reports to the director, OSP.
• Will develop and maintain effective working relationships with internal staff and departments, principal investigators, SJSU VP for Research and Innovation, AVP for Research, college deans, departmental chairs, and sponsor agencies on a regular basis.

SUPERVISORY RESPONSIBILITIES

This individual will have supervisory responsibilities of the subaward specialist role.

QUALIFICATIONS

Minimum Qualifications

• Bachelor's degree required.
• A minimum of two to three years of work experience of increasingly progressive in research administration responsibilities is required.
• Experience in electronic research administration is preferred.
• Knowledge of 2-CFR-200 (OMB Uniform Guidance) and FAR regulations is preferred.
• Previous supervisory experience preferred.

Additional Requirements

• If incumbent is a remote hire, travel to SJSURF will be required no more than quarterly, no less than annually.
• Understanding of appropriate flow-down of award terms and conditions to subrecipient sites, including changes to agreement format and terms pursuant to the adoption of Uniform Guidance.
• Strong verbal and written communications skills, organizational and time management skills with a focus on multi-tasking, prioritization, and adaptability.
• Thorough knowledge of current computer and office automation equipment and software required. Must be proficient in the use of MS Office (Word, Excel, Access), Gmail, Windows, or other applicable software packages.
• Knowledge and understanding of pre-award requirements, government relations, and principles applicable to contracts and grants.
• Demonstrated ability to cultivate and maintain positive working relationships with colleagues, faculty and representatives of various organizations and agencies.
• Ability to prioritize tasks, to work independently, to maintain confidentiality, and to take initiative to improve upon current operations.
• Ability to work in a fast pace environment, and handle multiple deadlines and tasks with diplomacy under pressure.
• Excellent judgment, independent creative problem-solving skills.
• Accuracy in the development of complex multiyear budgets.

Complexity of Duties

• Works on a variety of problems of complex scope where analysis of data or solutions requires an evaluation of intangible, variance factors. Exercises independent judgment in developing methods and evaluating criteria for achieved results.
• Must be able to act on critical issues in an independent manner.
• Erroneous decisions or recommendations, or failure to get results would cause additional costs and personnel, and serious delays in overall schedule.

Physical Requirements

• Must be able to operate a PC including mouse and keyboard.
• Must be able to operate a ten-key adding machine.
• Must be able to operate general office equipment.
• Must be able to sit for extended periods of time.
• Visual acuity associated with concentrated computer use.

NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

BENEFITS

The SJSURF provides an excellent benefits package to benefited employees. The comprehensive benefits package includes:

1. Four company health insurance plans to choose from (employee contributions differ according to plan and level of coverage).
2. Employer-paid dental and vision for both employee and eligible dependents.
3. Life, AD&D, LTD with supplemental coverage opportunities.
4. 14 paid federal & state holidays.
5. Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately.
6. Vacation-hour accruals and separate sick-hour accumulations.
7. Employee discounts.
8. Paid training and professional-development conferences.

Please visit the
Benefits & Compensation page
on the SJSURF website for more detailed information.

APPLICATION PROCEDURE

To apply for this position, an applicant must submit a formal application for employment. Select "Apply Now" to complete the SJSURF online employment application.

REASONABLE ACCOMMODATION

The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes. If you are a job seeker with a physical or mental disability, and you require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at
foundation-
. In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information.

San José State University Research Foundation is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, medical condition, sex, genetic information, sexual orientation, military and veteran status or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.

It is our policy to provide equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, promotions, and other terms and conditions of employment are administered in a manner designed to ensure that employees and applicants for employment or services are not subjected to discrimination. We are committed to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity. This policy is in accordance with federal, state and local laws and reaffirms the Research Foundation's continuing commitment to both the spirit and intent of equal employment opportunity laws and policies.

If you have any questions or need assistance or an accommodation in completing this application, please contact Research Foundation HR at

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