Subcontract Officer

Job Summary

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Subcontract Officer involves providing analytical, financial and training activities in support of contract and grant proposal development, grant-writing, funding, administration, and budget development. Activities may include pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with analyzing research funding trends and sources, forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and / or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance and program success; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award / subcontract issuance and administration.

Department Overview

The Office of Sponsored Research is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR, a $23M operation, is comprised of eleven shared service teams, including 151 Proposal and Grants Specialist and Officers, Contract and Award Specialists and Officers, Associates, and Assistant Team Managers and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

30

Yes

Applies contracts and grants concepts to review, prepare and negotiate subaward and subcontract agreements or requests for amendments; review awards to identify required flow-down conditions and negotiate with subcontractors regarding objectionable terms (ie: intellectual property terms, indemnity, other issues); and perform annual and project-specific risk assessments, including documenting and presenting risk assessments to the central risk assessment committee(RAC Committee)

Yes

Provides guidance and counsel on complex research administration matters, including subaward compliance regulations, to principal investigators and department administrators.

No

Assists in support of audit as directed by senior staff.

5

No

Previews proposal subaward and subcontract information to advise on compliance and; process matters before issue of awards and proposal submission.

10

Yes

Develops professional relationships with sponsor and subrecipient representatives to: ensure compliance with stated requirements. Delivers specialized training for education; workshops in the area of research administration, grant writing, proposal development to improve funding success.

15

No

Maintain highly organized and consistent electronic records, provides cross-coverage to other team members for vacancies/absences and during periods of heavy volume.

20

Yes

Reviews and negotiates terms and conditions of complex research agreements and awards from various sponsors. Effectively and efficiently respond to questions, concerns and feedback to ensure resolution of related issues. Follow up on negotiations of awards and modifications when response have not been forthcoming from faculty or sponsors.

0

0

0

0%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications

Bachelor's degree in related area and minimum of 3 years of experience/ or equivalent experience / training and/or a combination of education and experience that demonstrates the necessary level of analytical, problem-solving, initiative, judgment, decision-making, organizational and communications skills.

Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.

Ability to manage significant volume of transactions and manage time independently.

Ability to perform complex financial and contract analysis and customized reporting.

Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.

Ability to provide high-quality customer service. Maintain professional communication with faculty, campus administrators and industry sponsor representatives by providing regular status updates. Responds to voicemails, emails, and other correspondence in a timely fashion. Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.

Demonstrated knowledge of effective grant funding processes, procedures and techniques.

Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor guidelines.

Preferred Qualifications

• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Demonstrated knowledge of procurement systems and processes in a university setting as it relates to subcontracts and subcontract financial and regulatory compliance.