Contract Specialist

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Keck Center

National Academy of Sciences Engineering Medicine

The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

keywords: position summary,position details,quality assurance,administration,consulting,database publishing,training,knowledge, skills, and abilities,education,teamwork,communication,experience,professional

Full time

Overview: REQ: R0001300<br /><br />Perform routine contract and grant administration actions including administration of the pre-award process. Review proposal packages for compliance with institution policy and procedure as well as request for proposal (RFP) requirements. Ensure that proposals are accurate, complete, and submitted on-time. Advise internal customers on proposal review status and coordinate final review and processing of proposals. Post-award administration duties include coordinating internal reviews of new awards and modifications, creating and updating files and updating business systems with award details.
Responsibilities: <ul> <li dir="LTR">Perform thorough review of proposals for budget accuracy, format, and responsiveness to <span class="WLM2">solicitation/application</span> requirements and to ensure Governing Board authorization. Facilitate the proposal preparation process by advising internal customers on budget formats, forms, application specifications, submission and other sponsor requirements.</li> <li dir="LTR">Submit final proposal documents through federal agency and private foundation online sites or via email, ensuring adherence to sponsor deadlines. Serve as a point of contact for sponsor administrative inquiries.</li> <li dir="LTR">Data entry of proposal information and award details into financial database.&nbsp; Draft internal review memoranda to capture and communicate pertinent award details.&nbsp; Prepare completed proposals, awards and modifications for appropriate signatures. Draft Federal Representations and Certifications in support of proposals.&nbsp; File and maintain records in accordance with group and organizational policies and procedures.&nbsp;</li> <li dir="LTR">Knowledge of and appropriate use of pre- and post-award administrative templates including proposal budgets, memoranda and other correspondence. Advise internal customers on use of templates and overall process.</li> <li dir="LTR">Participate in training activities for internal customers on the proposal preparation process. Prepare materials in support of training.</li> <li dir="LTR">Coordinate with contract managers on the final review and processing of proposals, awards, modifications and all documents requiring an authorized signature. Seek recommendations and advice from contract managers as needed.</li> </ul> <p dir="LTR"><strong>NONESSENTIAL JOB DUTIES</strong></p> <ul> <li> <p dir="LTR">Related duties as required.</p> </li> <li> <p dir="LTR">Special projects as assigned.</p> </li> </ul>
Requirements: <p dir="LTR"><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;</p> <ul> <li> <p dir="LTR">Grant and contract administration experience and familiarity with standard clauses and regulations including Federal Acquisition Regulations (FAR) and/or OMB Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance).</p> </li> <li> <p dir="LTR">Extensive knowledge of MS Office Excel and experience utilizing enterprise financial database software such as Oracle&copy; PeopleSoft.</p> </li> <li> <p dir="LTR">Ability to work independently on an assigned portfolio and communicate policies and procedures to internal customers effectively.&nbsp; &nbsp;</p> </li> <li> <p dir="LTR">Use a variety of resource materials and media to research grant and contract administrative requirements including application and submission requirements.</p> </li> <li> <p dir="LTR">Ability to work successfully as a member of a team.</p> </li> <li> <p dir="LTR">Excellent communication skills, strong attention to detail and a proven ability to effectively interact with all levels of employees.</p> </li> </ul> <p dir="LTR"><strong>Minimum Education/Training Requirements:</strong>&nbsp;Associate&rsquo;s Degree in Business or related field, or equivalent knowledge.</p> <p dir="LTR"><strong>Minimum Experience:</strong>&nbsp;Three years of related professional experience.</p> <p dir="LTR"><strong>Physical Capabilities:</strong>&nbsp;Ability to work at a computer for extended periods of time.</p> <p dir="LTR"><strong>Required Licenses, Certification or Registration:</strong>&nbsp;None</p> <p dir="LTR"><strong>Supervisory <span class="WLM2">Responsibilities/Controls:</span></strong>&nbsp;Reports to Senior Contract Administrator. Sets objectives with supervisor.</p> <p dir="LTR"><strong>Work Environment:</strong>&nbsp;Office environment with occasional local travel between National Academies&rsquo; facilities and to off-site locations.</p>