Bethesda, Maryland

Join the HJF Team!

HJF is seeking a Subcontracts Administrator II or III to support the Contracts Department, located at the HJF Home Office in Bethesda, MD. This a telework role which will require someone who can come in for training and meetings as required.

The Subcontracts Administrator is responsible for the subcontract management and administration of lower-tier agreements under FAR based proposals and contracts, in accordance with Federal Acquisition procurement regulations, Uniform Guidance, HJF policies and procedures, and award terms and conditions. Responsibilities for this hands-on position include pre-award proposal subcontract support and day-to-day administration of assigned subcontracts portfolio.

NOTE: As per Executive Order 14042, all HJF employees are required to be fully vaccinated against COVID-19. Proof of vaccination or an approved religious or medical accommodation will be required.

Responsibilities:
  1. Develops, negotiates, awards, administers, and closes-out assigned lower-tier agreements and modifications of all types and classifications in compliance with Federal regulations, HJF policy and procedures, and prime award terms and conditions. (30%)
  2. Works with Business Development, Program Managers, and Principal Investigators to identify, solicit and evaluate Subcontractors that meet proposal/contract requirements. Reviews RFP and advises staff on RFP subcontract requirements. Negotiates and executes NDAs and teaming agreements. Ensures cost reasonableness of lower-tier pricing through competition by preparing and issuing subcontractor solicitations, analyzing subcontractor proposals, documenting subcontractor selection and cost/price analysis, and making award determination. Prepares requests for consent packages and otherwise ensure HJF proposal is compliant with RFP requirements. (20%)
  3. Monitors lower-tier contractor performance and ensure compliance with prime and lower-tier agreement terms and conditions, including subcontract consent, subrecipient monitoring, receipt and review of progress reports, subcontract deliverables, and invoices. (20%)
  4. Provides advice to Principal Investigators, Program Managers, and HJF staff members pertaining to subcontract management and administration processes and requirements. (10%)
  5. Enters and maintains required subcontract and financial information in multiple HJF systems and audits entries for completeness and accuracy. Maintains fully organized, complete, and Contractor Purchasing System Review (CPSR)/Single Audit compliant files in document management system and Government reporting systems i.e. Federal Funding Accountability and Transparency Act Subaward Tracking System. (20%)
  6. May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Required Knowledge, Skills and Abilities:
  • Experience in subcontracts administration required, ideally in a government contracts setting.
  • Working knowledge of Federal Acquisition Procurement Regulations (FAR) is required.
  • Knowledge of Uniform Guidance (UG) is a plus.
  • Excellent written and verbal communication, interpersonal, coordination, organizational, and analytical skills.
  • Ability to manage multiple tasks simultaneously with competing priorities.
  • Proficiency in Microsoft Excel and Word required.

Minimum Education: Bachelor's degree required for this position. Master's degree is preferred.

Minimum Experience/ Training Requirements:
  • Level II: Minimum 3-5 years of experience is required.
  • Level III: Minimum 6-8 years of experience is required.

Required Licenses, Certification or Registration:NCMA Certification desirable.

Work Environment:Office environment.

Work Arrangement: 100% telework but will require someone who can come in for training and/or meetings as needed.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Bethesda, Maryland

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is a global organization dedicated to advancing military medical research. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike.

The not-for-profit Foundation is authorized by Congress to support research at the Uniformed Services University of the Health Sciences (USU) and throughout military medicine. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. The Foundation’s support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and to accomplish their research goals effectively and efficiently.

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