Subaward Specialist

Subaward Specialist

The San Jos 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.

The San Jos 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 Office of Sponsored Programs (OSP), this position supports faculty and research staff in the administration of sponsored projects. The role is responsible for reviewing, negotiating, and managing research-related agreements and subawards, ensuring compliance with institutional, sponsor, and regulatory requirements. Working independently and exercising professional judgment, the position facilitates the acceptance and administration of sponsored funding, supports award management processes, and helps ensure the successful execution of research, training, and other externally funded projects.

Essential Duties & Responsibilities

• Prepare subaward documentation, utilizing the appropriate agreement mechanism, terms and conditions, and templates. This position is responsible for subrecipient prequalification, confirming fund reservation, subaward issuance, funds release, and monitoring. The subaward specialist has knowledge of award management guidance for a variety of prime sponsors (federal and non-federal).
• 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, Contracts manager, and faculty members as needed. Ensure consistency with prime award terms and conditions and government-wide regulations.
• Perform risk analysis, and review subrecipient commitment documentation to ensure SJSURF is cognizant of, and protected from, issues and potential risks.
• Review and edit 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. Maintain accurate records within institutional database.
• Document the status of agreement issuance in the appropriate system(s) of record and tracking systems.
• Monitor follow-on processes and procedures throughout the agreement life cycle to ensure continued programmatic correctness and compliance with various regulatory requirements and OGC policies and procedures. Identify potential compliance issues and escalate concerns in a timely manner.
• Perform subrecipient monitoring functions, support FFATA reporting, assist with audit reporting requirements, and provide back up to coordinate with the Grants Accounting unit on closeout. Assist with audits and provide documentation requested by internal or external reviewers.
• Other duties as assigned.

Interpersonal Contacts

• Directly reports to the subaward manager.
• Develops and maintains effective working relationships with Research Foundation and SJSU personnel, including principal investigators, college deans, department chairs, administrative staff, and external sponsoring agencies.

Supervisory Responsibilities

None, although may be called upon for advice and direction by others.

Qualifications

• Education and Experience 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.
• Knowledge, Skills, Abilities Required Knowledge of sponsored programs administration, including subaward agreements, federal contracts, grant and contract requirements, FDP agreement templates, and Uniform Guidance regulations. Strong verbal and written communication, organizational, and time-management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing demands in a fast-paced environment. Proficiency with Microsoft Office applications and other standard business and office software. Demonstrated ability to build and maintain effective working relationships with faculty, colleagues, sponsors, and external partners. Ability to work independently, exercise sound judgment, maintain confidentiality, take initiative, and develop practical solutions to complex issues. Strong analytical skills, including attention to detail and accuracy in reviewing agreements and developing complex multi-year 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.

Physical Requirements

• Must be able to operate a personal computer, including mouse and keyboard, and use standard office equipment such as a ten-key adding machine.
• Requires visual acuity for extended and concentrated computer use. Must be able to sit for extended periods while performing desk-based work.
• Employees residing within 50 miles of the Central Office in San Jose, California, are required to work a hybrid schedule. Employees residing more than 50 miles away may be eligible for a remote work arrangement with occasional on-site attendance as needed. Applicants must reside in California, Hawaii, Illinois, Washington, Pennsylvania, Missouri, Arkansas, or Kansas to be considered for employment.

Compensation Range:

$85,000-$95,000 annually DOQ/EExempt, Full-Time, Benefited

Benefits

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

About the SJSU Research Foundation

SJSURF employment is separate and distinct from San Jos State University (SJSU) or state of California employment. SJSURF employees are not employees of SJSU or of the state of California. SJSURF is a non-profit auxiliary of SJSU. SJSURF is totally self-supported. The majority of the organization's funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational-related activities. San Jos State University Research Foundation is an Affirmative Action, 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. San Jos State University Research Foundation is an EOE M/F/Vet/Disability.