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Senior Subcontract Administrator

Princeton University
New Jersey, United States
Salary Not specified
Posted Date
Sep 13, 2022
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Senior Subcontract Administrator


Job ID: 2022-15444
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University



Princeton University seeks a highly-qualified candidate, with federal and NASA contracting experience, to serve as the Senior Subcontracts Administrator (SA) for the Space Physics Group and the Office of Research and Project Administration (ORPA) at Princeton University. By providing exceptional administration of subcontracts and subawards (hereafter, just referred to as subcontracts), the SA will play a central role in supporting subcontracts under federal awards and contracts in ORPA, including large-scale NASA projects that seek to unlock mysteries of the universe using research instruments that are launched into space for Heliophysics missions (

The SA’s major duties include supporting the life cycle of subcontracts under primarily NASA contracts and occasionally other federal contracts/awards to the University, including preparing solicitations, conducting cost analysis of subcontractor proposals, negotiation and execution of subcontracts, critical review of subcontractor invoices/financial reports, achieving continuity of funding, maintaining constructive and productive relationships with subcontractors, and ensuring compliance with federal regulations and University policies. The SA will work in close collaboration with multiple stakeholders on and off campus to help ensure the overall effective coordination of subcontract administration services, systems, policies, and processes.

The SA will report to the Subcontracts Manager with a dotted line to the Director of ORPA, and have authority to execute subcontract agreements on behalf of the University, primarily for the Space Physics Group. The incumbent will provide timely, high-quality and coordinated subcontract services for the life-cycle of the subcontract to successfully manage hundreds of millions of dollars across multiple institutions for NASA flight missions.

A remote work arrangement may be considered for a candidate with the appropriate background and experience.



The SA will have signature authority to execute subcontract agreements on behalf of the University, primarily for the Space Physics Group. The SA will represent the University and Principal Investigator/Space Physics Team in engagements with subrecipient organizations and provide outstanding customer service to facilitate efficient project management of large, complex NASA missions. The SA is the manager of the entire life-cycle of the subcontract.

At the proposal stage, the SA will prepare Requests for Proposals for subrecipient institutions, in collaboration with the Space Physics Group, and conduct cost-evaluations of subproposals for NASA Contracting Officers.

The SA will be proactive to ensure timely execution of new subcontracts and modifications, and identify, resourcefully troubleshoot and escalate matters of concern as appropriate. The SA will track proposal submissions, monitor subcontractors’ funding balances and spends, and prepare funding modifications as requested by the Space Physics Team. The SA will maintain a system to track NASA Terms and Conditions (T&C) and may develop model subcontract agreements and modifications for future use based upon successful negotiations.

While a subcontract is active, the SA will ensure adherence to the University's subcontract policies through effective monitoring and proactive resolution of any issues related to subcontract activities, such as resolving discrepancies within subcontractor invoices. The SA will oversee the subcontract invoice process from internal desk review to PI approval to the authorized release of funding to ensuring timely payment to subrecipients. The SA will also manage the closeout process to ensure adherence to reporting requirements and timely closeout of all subcontracts, involving other University offices as appropriate (i.e., property accounting).

The SA will be the lead for financial and nonfinancial compliance matters in the Space Physics subcontract portfolio. The SA will maintain an electronic document archive using resources and existing platforms in ORPA and tracking data systems for quality assurance, internal/external audit requirements, and reporting metrics. This includes tracking and updating T&C across the life-cycle of the award, coordinating as necessary with relevant University offices including the Office of Technology Licensing (OTL), Office of General Counsel (OGC), Finance and Treasury (F&T), and Sponsored Research Accounting (SRA) to file subcontractor reports in NASA’s electronic system and on closeout matters, as well as leading the response for internal and external audit inquiries.

ORPA and the Space Physics Team will rely on the SA’s expertise on federal contracting and NASA-specific regulations, policies and business practices. The SA may participate in regional meetings of professional research administrators or NASA training opportunities, lead trainings on federal contracting/subcontracting for University administrators, and assist in the updating of subcontract-related University policies and processes as needed. The SA may also conduct data analysis and draft special reports for the Space Physics Team or ORPA.

The SA must have a strong service orientation, advanced problem-solving abilities, strong oral and written communication skills, ability to multi-task and prioritize efficiently, and the ability to work collaboratively and effectively with faculty, staff, and external entities. Must be able to work independently in a fast-paced environment and meet deadlines. As a professional staff member, he or she is an advocate for responsive, timely, effective research administration.


Essential Qualifications

  • BA/BS required
  • Minimum of seven years of sponsored research administration or federal subcontract experience or equivalent required
  • Prior experience managing NASA funding or similar complex federal research contracts
  • Strong knowledge of the Federal Acquisition Regulation, Code of Federal Regulations, Uniform Guidance, and major federal grantmaking agency policies and regulations
  • Sophisticated knowledge of research administration principles, policies, procedures and nationally-recognized best practices (including those promulgated by the Federal Demonstration Partnership), as well as pertinent federal regulations (such as the Uniform Guidance,), patent and copyright law, cost accounting standards and the overall audit environment.
  • Strong capabilities in composing and negotiating complex contracts and other research-related agreements, effectively using knowledge of prime award terms, core University principles, policies and processes.
  • Proficiency in Microsoft Office, especially Excel and Word
  • Knowledge of compliance-related responsibilities such as E-verify, property accounting, research data security/controlled unclassified information, export controls, and conflict of interest in research
  • Effective oral and written communication skills; emotional maturity and sound professional judgment; analytical problem solving ability; and ability to provide high quality service in a timely manner is required Proven ability to lead teams as well as to be a team member when appropriate; work effectively in a team environment Proven ability to work effectively, prioritize and be flexible in a high-paced, high-volume professional environment; and to conclude negotiations and execute awards in a timely and measurable manner Fluency in internal and external systems that support research administration; interest in using technology and data/metrics to work more efficiently and intelligently.
Preferred Qualifications

  • Knowledge of the Huron Research Suite application (or other major university preaward enterprise system), PeopleSoft Financial Systems (or other enterprise-level budgeting, forecasting and financial management system), and Visual Compliance
  • Understanding of Princeton's objectives, policies, organization and procedures
  • Experience in subcontract administration at a “Research I” university or major federal/defense contractor is highly desirable
  • Master’s degree (MBA, MS in accounting, or equivalent) or JD preferred

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW


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