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Full-time

Administrative

The Grant & Contract Services Department is currently searching for an Assistant Director of Grants and Contracts Services - Large  Research Projects to join their team. This is a regular, full-time, exempt position, and is eligible for benefits

JOB SUMMARY:

The Assistant Director, GSC is accountable for negotiation, management, execution and compliance of large projects in support of scientific research [IDIQ, Contracts, Grants, sub-awards, cooperative agreements] as assigned by the Director, GSC; including but not limited to Cooperative Agreements with the NSF, and corresponding sub-awards with partners and providers for goods and services.  This position prepares proposals, negotiates contracts, and administers commercial and government awards in accordance with federal policies and legal requirements.   The Assistant Director, GCS is responsible for ensuring quality, completeness, compliance, and on time delivery of all contracts and contract and agreement deliverables.

This position must meet multiple deadlines and be able to coordinate across partner institutions including but not limited to peer universities.  This position needs to work effectively and often with critical partners including representatives of National Science Foundation, Navy, etc.  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, negotiate and maintain up to date Cooperative Agreement (CA) and contract documentation including Memorandums of Negotiation (MON), Corrective Action Plans, procedures, analyses, and reports. 
  • Intervene and resolve award (contracts and cooperative agreements) related problems, delays, and concerns.
  • Set up grants and contracts in WHOI software programs.
  • Ensure critical partner customer satisfaction is a high priority and stakeholders receive responsive and proactive services where award related feedback is sought.
  • Draft/revise/implement award related policies and procedures.
  • Ensure compliance with existing laws, government regulations, and terms and conditions of the awards.  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 critical partners 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 the Program Managers 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
  • Required experience in all of these areas: Demonstrated broad experience with Uniform Guidance, FAR, and Large Federal and Commercial Contracts. Minimum of 5 years’ experience overseeing large (>$10m) complex programs. Procurement experience, Memorandum of Negotiation (MON), experience with RFPs, and related compliance experience. Experience managing, developing, and issuing subcontract awards. Experience with National Science Foundation (NSF) contracts a plus. Demonstrated ability to work as 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.

The ideal candidate will have:

  • Master’s in Business Administration
  • 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.
  • 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. Ability to manage the subcontract relationships and negotiating with those subcontracts, ensuring that deadlines are met.

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.