Director - Purchasing Services and Subaward Administration

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

Keck Center

National Academies of Sciences Engineering Medicine

<br /><br />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.

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Full time

$97,240 - $151,935 Annually

Overview: Requisition Number: R0002036<br /> <br /> Reporting to the Director, Office of Contracts and Grants, plans, directs, and implements policies and procedures related to the institutional purchasing of goods, services, and insurance coverage. Oversees institution’s subaward/subcontract administration. Participates in strategy development and has overall supervisory and management responsibilities for the Procurement Services & Subaward Administration (PSSA) team by developing and implementing effective and efficient policies and procedures in support of the National Academies’ mission.<br /><br />Ensures longer-term functional objectives are translated into shorter-term tasks and establishes processes/procedures to ensure the effective and efficient operation of a somewhat complex function. Provides innovative solutions to complex problems that impact program or project success. Serves as an advisory resource to management and staff. Must directly supervise exempt level employees. May manage nonexempt employees directly or through supervisors/leads.<br /><br />
Responsibilities: <ul> <li> <p>Directs the procurement of good, services, equipment, and insurance coverage for the institution. Reviews, approves, and has signature authority for all vendor agreements, subawards, and insurance contracts.</p> </li> <li> <p>Oversees subaward functions which allow for the strategic and efficient management of the Academies&rsquo; activities while ensuring compliance with all sponsor regulations and sound business practices.</p> </li> <li> <p>Manages the property, casualty, and liability insurance portfolio for the institution. Negotiates contracts and endorsements and oversees institutional insurance applications, renewals, and claims. Where appropriate, develops and implements cost containment strategies.</p> </li> <li> <p>Directs and supervises a team of procurement and subaward managers and administrators to develop, negotiate, award, administer and close out all types of vendor agreements and subawards including purchase orders, consultant agreements, subcontracts, grants, and other types of agreements.</p> </li> <li> <p>Manages the negotiation and administration of agreements with vendors, suppliers, consultants, brokers, and agents in purchasing matters.</p> </li> <li> <p>Works with internal customers to ensure that policies and procedures are documented and understood. Liaises with divisions and departments to understand procurement needs and provides strategic advice to meet procurement objectives. Provides institutional guidance to program staff regarding the administrative aspects of all procurement agreements and subawards, including explanation/interpretation of terms and conditions, funding levels, extensions, continuations, and the Academies&rsquo; and federal policies.</p> </li> <li> <p>Develops and integrates procurement and subaward management tools, templates, methods, and processes required to support operations.</p> </li> <li> <p>Ensures standard template for subawards, grants, vendor contracts, and other agreements includes standard terms and conditions as well as required sponsor flow-down clauses. Collaborates with the Academies&rsquo; Office of General Counsel in ongoing review and revision of standard terms to incorporate improvements and to ensure compliance. Approves exceptions to standard terms and conditions.</p> </li> <li> <p>Directs competitive source selections and oversees solicitations which may include drafting, reviewing, coordinating and evaluating RFPs, RFQ and RFIs for institutional risks, completeness, and conformity to the Academies&rsquo; policies and procedures.</p> </li> <li> <p>Review policies and procedures related to contractor and vendor selection and recommend enhancements to ensure concepts of diversity, equity and inclusion (DEI) are addressed and appropriately implemented within the institution&rsquo;s procurement and subaward policies and procedures. Increase engagement/contracting with diverse businesses.&nbsp;</p> </li> <li> <p>Oversees FFATA reporting and compliance, DCAA Incurred Cost Submission (Schedule J), SBA/DCMA Compliance and Small Business Plans, and internal and external audit support.</p> </li> <li> <p>Maintains a risk mitigation strategy for the institution as it relates to corporate insurance coverage, ensuring compliance with legal and regulatory statutes and institutional policies, including recommending proper insurance levels, risk transfer, and risk allocation. Determines the appropriate level of high-risk monitoring methods.</p> </li> <li> <p>Provides leadership, coaching, and mentoring to employees; trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Collaborates with other units, including but not limited to the Office of General Counsel, Office of Human Resources, and office of Administration as appropriate. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions.</p> </li> <li> <p>Ensures compliance with relevant Small Business Administration (SBA) and Defense Contract Management Association (DCMA) policies and procedures including Contractor Procurement System Reviews (CPSR) and audits.</p> </li> </ul>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;Thorough knowledge of vendor agreement and subaward (subcontract, grant and other agreement) formation and administration activities and proven ability to negotiate terms, conditions and price effectively. Knowledge of Federal Acquisition Regulations (FAR), Office of Management and Budget (OMB) Uniform Guidance (2 CFR 200), Cost Accounting Standards, the Uniform Commercial Code, and other relevant US government regulations. Ability to communicate complex procurement and financial issues in simple, understandable terms. Seasoned negotiation skills with extensive knowledge of general corporate business practices and principles. Understanding of legal issues and processes including indemnification, termination for default, and order of precedence. Ability to solve intellectual problems of substantial variety and complexity. Demonstrated ability to work independently, assess priorities, and manage a variety of activities across a broad spectrum with attention to detail. Ability to manage and maintain privileged, sensitive, and confidential information and matters appropriately. Ability to work successfully in a team environment and to form and maintain effective teams. Ability to lead and direct staff. Ability to operate using substantial latitude for independent judgment and action. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Ability to develop relationships with co-workers and employees in other National Academies&rsquo; departments through effective communication. Understanding of the National Academies&rsquo; mission and culture.</p> <p><strong>Minimum Education/Training Requirements:&nbsp;</strong>Bachelor&rsquo;s Degree in related field, or equivalent knowledge.</p> <p><strong>Minimum Experience:</strong>&nbsp;Eight years of related professional experience, four of which were in a supervisory capacity.</p> <p><strong>Physical Capabilities:&nbsp;</strong>Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Supervisory Responsibilities/Controls:&nbsp;</strong>Reports to the Director, Office of Contracts and Grants. Independently establishes goals and objectives. Has overall supervisory responsibility for Procurement Services and Subaward Administration (PSSA)</p> <p><strong>Work Environment:&nbsp;</strong>Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies&rsquo; facilities and to off-site meeting/sponsor locations.<br /><br /><strong>Compensation: </strong>The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $97,240 - $151,935. Compensation offered to the selected candidate will be based on the candidate&rsquo;s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.&nbsp;</p> <p>&nbsp;</p> <p><strong>The National Academies&rsquo; Statement on Diversity and Inclusion:</strong></p> <p>To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies&rsquo; staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.</p> <p>&nbsp;</p> <p><strong>Equal Opportunity Employer:</strong></p> <p>It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of&nbsp; race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws.&nbsp; It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.</p> <p>&nbsp;</p> <p><em>Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.<br />The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.</em></p>