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Procurement Operations Coordinator

2 months ago

Arlington, Virginia, United States American Institutes for Research Full time

Overview

Join a leading organization that values innovation and adaptability by becoming a Subcontracts Administrator at the American Institutes for Research.

We seek skilled and visionary professionals to enhance our collaborative teams and assist our clients in addressing intricate challenges. Our team members—problem-solvers, innovators, and strategic thinkers—are specialists in their fields, ready to tackle today’s demands.

The Subcontracts Administrator will be pivotal in executing significant projects that impact communities across the nation and globally. You will work alongside our dedicated teams of passionate professionals, where your insights will be appreciated, and your contributions essential to our achievements.

We are currently looking for a Subcontracts Administrator to become part of our experienced team of contracts and procurement experts. This position holds substantial potential for making a meaningful difference in our mission.

At AIR, we value the diverse experiences of all our team members, from entry-level to executive roles. As part of our inclusive, growth-oriented environment, you will have opportunities to advance your career, acquire new skills, and develop professionally.

This role allows for remote work within the United States, excluding U.S. territories.

About AIR:

Founded in 1946 and headquartered in Arlington, Virginia, AIR is a nonpartisan, nonprofit organization dedicated to conducting behavioral and social science research and providing technical assistance to address urgent challenges both domestically and internationally. We focus on advancing evidence in education, health, workforce development, human services, and international development to foster a more equitable world.

AIR is committed to diversity, which is integral to our strategy, operations, and workplace culture. We define diversity broadly, valuing everyone’s unique experiences and perspectives. We believe that embracing diverse backgrounds drives innovation and enhances employee engagement.

Responsibilities

The responsibilities of the Subcontracts Administrator include:

  • Overseeing post-award subcontract management and related procurement activities.
  • Providing guidance on federal compliance, identifying contractual risks, and advising on procurement integrity to both internal and external stakeholders.
  • Ensuring that subcontract terms align with policies, legal standards, and customer contract provisions.
  • Engaging with all levels of management and staff involved in prime and subcontracting processes.
  • Encouraging contributions that enhance operational efficiency and effectiveness.

More specifically, this role entails:

  • Assisting staff in preparing, monitoring, and managing subcontracts, including support for proposal documentation related to team partners.
  • Collaborating closely with client service delivery teams, finance, proposal teams, and other members of the contracts and procurement department.
  • Participating in compliance audits of moderate to complex procurements according to client and prime contract requirements.
  • Utilizing various information management systems, including OnBase ECM and Deltek CostPoint.
  • Evaluating the quality and qualifications of third-party consultants and subcontractors.
  • Analyzing procurement requirements and assisting in the development of Requests for Proposal.
  • Negotiating subcontract terms and conditions.
  • Supporting service delivery teams in interpreting requirements for third-party members.
  • Administering agreements and maintaining internal records to ensure compliance and effective stewardship.
  • Promoting supplier diversity and adhering to federal subcontracting expectations.
  • Understanding and executing compliance with various procurement policies and regulations.

Qualifications

Education, Knowledge, and Experience:

  • Bachelor's degree or equivalent federal contracts certifications, or relevant experience.
  • A minimum of 5 years of experience in Procurement, specifically in Subcontracting and Services related to Domestic Federal Contracts and Grants.
  • Familiarity with Costpoint or similar cost accounting systems.

Skills:

  • Exceptional communication skills, with the ability to collaborate effectively in a virtual environment.
  • Strong organizational skills with the capacity to manage multiple responsibilities simultaneously.
  • Demonstrated analytical and problem-solving abilities.
  • Effective communication that is sensitive to diversity, equity, and inclusion.
  • Attention to detail and accuracy.
  • Proficiency in Microsoft 365 applications, including OneDrive, SharePoint, Excel, Word, and Adobe Acrobat Pro.

Disclosures:

Applicants must be authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship is not available for this position. Qualified candidates may need to meet specific residency requirements based on project work.

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

AIR adheres to strict child safeguarding principles. All selected candidates will undergo reference and background checks.

AIR's Total Rewards Program is designed to competitively reward our staff and motivate them to achieve our mission.

AIR maintains a drug-free work environment.

American Institutes for Research is an equal employment opportunity/affirmative action employer committed to excellence through diversity.