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Full-time

Administrative

The Grants & Contracts Department is currently searching for a Senior Contracts Administrator to join their team. This is a regular, full-time, exempt position, and is eligible for benefits

JOB SUMMARY:

The Senior Contracts Administrator is accountable for the management of, and compliance of the Cooperative Agreement with NSF, and the subcontracts with partners and providers for goods and services.  This position must ensure quality, completeness, compliance, and on time delivery of all contracts and contract and agreement deliverables.

The Senior Contracts Administrator must be able to meet multiple deadlines and be able to coordinate across partner institutions including Oregon State University and the University of Washington.  This position must work effectively and often with the National Science Foundation Grant and Agreement Specialist.  The individual should have demonstrated experience with engineering change management, annual project planning for projects > $25M, quoting project proposals, delivering high-quality contract-related documentation, and accurately proposing and implementing a strict budget and 100% contract compliance. 

ESSENTIAL FUNCTIONS:

  • Compose and maintain up to date Cooperative Agreement (CA) and contract documentation including Memorandums of Negotiation (MON), Corrective Action Plans, procedures, analyses, and reports. 
  • Manage, negotiate, oversee, and build relationships with NSF Contracts, vendors and Consortium subcontractors.
  • Intervene and resolve contract or CA-related problems, delays, and concerns.
  • Ensure customer satisfaction is a high priority and stakeholders receive responsive and proactive services where representatives are engaged and feedback is sought.
  • Draft/revise/implement CA-related policies and procedures.
  • Ensure compliance with existing laws, government regulations, and terms and conditions of the CA.  Conduct audits to ensure and demonstrate compliance, and assess and mitigate risks. 
  • Create and execute strategies to deliver contract and program objectives on time.
  • Write, review, administer, update, and report on contract and CA status.
  • Contract, Subcontract and Cooperative Agreement Drafting, Evaluation, Negotiation and Execution.
  • Serve as the Memorandum of Negotiation (MON) Lead.
  • Review and Verify Invoices.
  • Serve as the point of contact for the NSF on contractual or CA matters.
  • Maintain contractual and CA records and documentation, such as receipt and control of all contract correspondence, contractual changes, status reports and other documents.
  • As needed, provide guidance on contract or CA matters to Program Managers, or other operational staff, including training to new employees in contracting practices and procedures.
  • Develop and implement procedures for contract management and administration in compliance with WHOI Policy.  As appropriate, contribute to or influence WHOI policies for best practice.
  • Work with Partner Risk Management and Finance Leads to coordinate contractual insurance requirements.  Interface with insurance companies regarding adequacy of coverage and purchasing needs.
  • Work with Finance to ensure adherence to broader finance and risk requirements. 
  • Monitor and report on transaction compliance (milestones, deliverables, invoicing etc.).
  • Ensure contract close-out, extension or renewal.
  • Draft contractual provisions based on strategy discussions, senior management input, and organizational needs and expectations.
  • Maintain deadlines on deliverables and communicate contractual issues on an ongoing basis.
  • Provide advice and support to program leadership including identifying opportunities to improve procurement outcomes, efficiency and value for money.
  • Review and respond to audits.
  • Provide technical assistance and clarification on all fiscal administrative issues.

NON-ESSENTIAL FUNCTIONS:

  • As deemed necessary by supervisor

DESIRED EDUCATION & EXPERIENCE:

  • Bachelor’s degree in business administration or a related field is required
  • Prior work experience in a contract management role, such as purchasing or contracting, and an expert level knowledge of contract management processes and techniques.  Demonstrated broad experience with the Uniform Code, FAR, and Large Federal and Commercial Contracts; experience with National Science Foundation (NSF) contracts a plus.

The ideal candidate will have:

  • Advanced degree or certification in business or contract management degree.
  • Experience in applying organizational standards when developing requests for proposals, negotiating terms and drafting contracts. Ability to systematically analyze complex problems, draw relevant conclusions and implement appropriate solutions. Demonstrated investigative and analytical skills including the ability to use MS Excel, Database and Reporting systems. MRP or ERP experience is desired. Demonstrated ability to work part of a team to deliver project outcomes within specified parameters including timeframes and objectives. Ability to identify continuous improvement and innovating opportunities in processes to improve effectiveness and efficiency. Ability to work under limited direction, including experience in planning, prioritizing and organizing work for self and others to achieve goals and deadlines.
  • High level interpersonal skills, strong verbal and written skills, ability to convey complex information in a way that others can readily follow, and the ability to undertake negotiations with suppliers or the Sponsor in the resolution of disputes. Established excellent negotiating and persuasive skills, both in one-on-one and group situations.

PHYSICAL REQUIREMENTS:

Physical duties for this position include but are not limited to, ability to lift up to 25 lbs. Visual abilities to include near vision. Must be able to hear, talk, work around/with others, work alone, and travel. Other physical tasks include occasional standing/walking, use of hands for basic grasping/manipulation, repetitive motion such as typing. This position is mostly sedentary in nature. May be exposed to prolonged work hours as projects may require.  Physical duties are subject to change.

WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email
eeo@whoi.edu for assistance.