Subaward Analyst - Office of Grants and Contracts (OGCA)
Classification:Fiscal Professional 3
Work type:Hybrid, On Campus, Remote, Remote within Alaska, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Vice Chancellor for Research
Categories: Business/Accounting/Finance, Research/Science/Grants
The Subaward Analyst (SA) is a member of OGCA. The SA is an experienced leader with a high degree of knowledge in the overall field of research administration and a recognized subject matter expert; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. Manages the subaward portfolios/programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research subawards and subcontracts and maintains contract and grant official institutional records in compliance with research and other sponsor policies. Works on subawards/subcontracts of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves business documents for signature by authorized institutional official or signatory designee. Works on complex subawards/subcontracts that may involve multiple investigators, multiple institutions, and/or multiple sub awards. Mentors less experienced staff. Communicates and collaborates with UAF team and external stakeholders, builds and maintains successful working relationships.
The SA is knowledgeable in advanced contracts and grants concepts and oversees/manages a large volume of complex subawards/subcontracts. Reviews and guides units in the review of financial and administrative management requirements of research Subaward/subcontracts and/or awards to ensure compliance with institutional and sponsor policies. Works independently to assess complex subaward transactions where analysis requires an in- depth evaluation of variable factors. Serves as a subject matter expert of federal, state, private and industry extramural funding.
Conduct risk assessments of potential subrecipients and recommend risk-mitigating provisions for subawards when necessary.
Conduct site visits, on-site audits, and desk audits of IIE subrecipients, assessing systems and processes for compliance with sponsor and IIE requirements. Prepare audit and site visit reports, recommend corrective action, and follow up to ensure corrective actions have been implemented.
Act as the campus liaison to the FDP Expanded Clearinghouse. Keep subaward monitoring information up to date and participate in FDP relevant meetings to keep up to date on activities.
Communicate with the Pre-award and Post-award teams on subaward monitoring/compliance concerns and/or issues; recommend actions necessary to resolve concerns.
Lead collection, tracking, and analysis of subrecipient Single Audit reports.
Prepare subaward documentation for external audits.
Prepare and submit Federal Financial & Accounting Transparency Act (FFATA) reports and satisfy other reporting requirements as needed.
Facilitate the subaward closeout process by developing closeout certifications, tracking closeout progress, and assisting ORA team members to resolve any closeout related issues.
Train ORA team members on subaward and subrecipient monitoring best practices.
Responsible for complying with applicable contract and sponsor requirements and following all ORA policies and proceduresEssential
2-20Negotiation and Execution:
Upon issuance of an initial subaward, negotiate with the subrecipient entity on the terms and conditions, as required.Essential
3-15Analysis and Issuance:
Responsible for receiving and analyzing individual requests for new outgoing subawards, as well as the renewal and/or modification of existing subawards. The individual in this position is responsible for analyzing the request to ensure all necessary compliance requirements are met, appropriate risk assessment is performed, and that the subaward is appropriate to issue and execute. This includes, but is not limited to, evaluating that associated documentation is appropriate and complete; utilizing the appropriate subaward template and ensuring that appropriate prime sponsor terms are included.Essential
4-15Tracking and Communication:
The point of contact for all subawards assigned to them. Upon receipt of a fully executed subaward, the individual in this position will ensure all pertinent information is recorded into appropriate databases and electronic systems. This position will be triaging and responding to communications received via a central team email box by using established procedures.Essential
Ensure requisitions and purchase orders are established timely upon the execution of subaward agreement and modifications/amendments. Track invoices received to ensure appropriate sequencing and review and approval prior to payments. Coordinate resolution of any issues with PI and subrecipient. Contact subrecipients when invoicing is not timely.Essential
6-5Process Improvement and Other Duties as Assigned:
Participate in process improvement activities such as the development of subaward templates, workflow processes, resources for University of Alaska Fairbanks campus outreach and education and transition to new systems to support the overall subaward processEssential
|Knowledge, Skills, Abilities:
- Computer proficiency with Microsoft Excel, Word, Outlook, Adobe and databases in a Windows environment, DocuSign
- Strong verbal and written communication skills
- A high degree of independence and judgment is required. Requires a detail-oriented person that is well-organized and able to handle multiple projects simultaneously while operating under deadlines.
- Ability to follow standard operating procedures and ensure consistency in work product
- Must be able to handle ambiguity and exercise judgment.
- Work experience should demonstrate ability to conceptualize how to find solutions and reach consensus and to complete complex tasks efficiently.
- Must be able to work independently and as part of a team.
- Ability to operate proactively in assessing issues, researching resolution, and recommending options for resolution
- A demonstrated capacity to work with and within a diverse community
- Ability to interact in an appropriate and professional manner
- Demonstrated cooperative behavior and positive problem solving and conflict resolution skills
- Ability to identify matters which are confidential in nature and to keep them confidential.
- Ability to work professionally, effectively, sympathetically and harmoniously with others. Must demonstrate excellent and effective customer service orientation.
- Knowledge of relevant federal, state, and university laws, policies, procedures, regulations, and/or guidelines, including but not limited to: federal cost accounting standards, 2 CFR 220 (OMB A-21), 2 CFR 215 (OMB A-110), OMB A-133, 42 CFR 50 (Conflicts of Interest), 45 CFR 46 (Human Subjects Research), PHS "Animals in Research" Act, USDA Animal Welfare Act, Responsible Conduct in Research, export control regulations (ITAR/EAR), UAF's ONR DS-2 Disclosure Statement, ONR Negotiated F&A/Fringe Benefit Rate Agreements, federal sponsor grant policy manuals, public laws (state and federal). Ability to interpret and apply these rules and regulations as they pertain to grants and contracts administration.
- Working knowledge of external regulations and laws, UAF policies and funding agency policies that apply to grant preparation, submission and award processing and management.
- Ability to establish priorities and to meet deadlines, managing a heavy workload.
- Ability to build and maintain positive working relationships with UAF campus community and funding agency/sponsor staff.
- Experience with and knowledge of federal and non-federal sponsor regulations and guidance, contracting methods and types, and terms and conditions. This position will be required to use independent judgment in interpreting guidelines, adapting procedures, or in recommending approaches or solutions.
- Experience interpreting and implementing Federal regulations
- Strong customer service and interpersonal skills
- Knowledge of internal controls and development of process documentation
- Familiarity with Single Audit (2 CFR 200) requirements and experience with the Single Audit process
- Knowledge of Uniform Guidance and FARs (Federal Acquisition Regulations), Responsible
- Conduct of Research and compliance issues related to sponsored research
- Understand research administration compliance such as Responsible Conduct of Research, human/animal participants in research, and conflict of interest to identify and address non-compliance issues.
- Reduce new and revised regulatory language to practice through writing policies and procedures and boilerplate language
- Write and negotiate favorable subaward terms and conditions with various domestic and foreign sponsors, for all contract types, including terms related to material transfer, restricted data and non-disclosure.
- Capable of drafting replacement language where needed.
- Develop, negotiate and maintain subawards under all prime awards types, ensuring the proper flow-down of terms and conditions while adhering to University policies.
- Experience with federal and private/industry sponsored compliance regulations governing grant budgeting, financial reporting, cost sharing standards, cost allocation and policies regarding use of grant and contract funds
- Experience using automated financial and payroll/personnel systems
- Computer skills to utilize various programs and software for word processing, spreadsheets, and website applications (MS Office software packages)
- Experience writing and proofreading clear, grammatically accurate documents and emails.
- Experience with budget preparation based on narrative methodological research plans and designs, analysis and forecasting.
- Experience analyzing the quantitative aspects of fiscal and budgetary issues
- Knowledge of cost allocation methods
|Required Education or Training:
- Bachelor's degree (BA or BS) in a related field or an equivalent combination of training and experience is required.
- Minimum 5-10 years’ experience in the grants and contracts management, financial and/or budget management required, preferably in a University/non-profit.
This is a Full-Time, Exempt, Grade 80, minimum $28.22 an hour, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.
This position is open until filled with the initial applications review taking place on January 13, 2023 or sooner as the holiday season allows. All work options may be considered i.e. on site, hybrid, remote within Alaska, or fully remote.
UAF COVID Requirements:
At this time, all university employees are strongly encouraged to vaccinate themselves against the COVID-19 virus. While the federal government is not actively enforcing its COVID-19 vaccine mandates, including its mandate requiring vaccination of federal contractor employees, UAF remains contractually obligated as a federal contractor to comply with those requirements should federal enforcement efforts recommence. As a result, UAF may adjust its vaccination requirements for covered UAF employees (currently Troth Yeddha’ campus and employees working in connection with certain federal contracts) at any time in the future, as needed, in order to comply with its contractual obligations.
*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Delia Lopez-Ketzler, HR Coordinator, International Arctic Research Center, and Office of Grants and Contract Administration (OGCA) at firstname.lastname@example.org or (907) 474-1960.
Advertised: Alaskan Standard Time
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