American University is a student-centered research institution
located in Washington, DC, with highly-ranked schools and colleges,
internationally-renowned faculty, and a reputation for creating
meaningful change in the world. Learn more about
American University
Department:
SO000016
Time Type:
Full time
Job Type:
Regular
FLSA Status:
Exempt
Work Modality:
Hybrid 02 (On Campus 2 days/Week)
Union:
SEIU Local 500 - Provost & Enrollment Division
This position is part of a collective bargaining unit represented
by SEIU Local 500 - Provost & Enrollment Division. That means
the terms and conditions of your employment are governed by
university policy (including the Staff Personnel Policies Manual)
and any collective bargaining agreement entered into between
American University and SEIU Local 500 - Provost & Enrollment
Division.
Job Description:
Summary:
This position provides specialized post-award administrative
support for the institutional management of subawards and other
grant-related third-party agreements associated with a designated
subset of externally funded research, education, service, training,
and other sponsored programs. This includes subawards, Sponsored
Consulting Agreements, and grant-related Professional Services
Agreements (PSAs) for which American University is the issuing
party.
The Subrecipient & Post-Award Specialist serves as the
institutional authority for the preparation, coordination, and
ongoing administration of these agreements within American
University’s systems of record, including responsibility for
enforcing contractual compliance and institutional subrecipient
monitoring requirements.
Operating under the functional guidance of and reporting to a
designated Senior Manager of Grants & Contracts, the
Subrecipient & Post-Award Specialist ensures that all
grant-related third-party agreements comply with sponsor
requirements, federal regulations, and AU policies and are prepared
and routed for institutional review and execution by designated
Authorized Organizational Representatives (AORs). The role works in
close partnership with Procurement and Legal to ensure contractual
integrity, regulatory flow-down, institutional alignment, and
audit-ready subrecipient records across all grant-funded
third-party agreements.
Essential Functions:
1.) Grant-Related Third-Party Agreement Administration
- Serves as the institutional authority for the creation,
execution, and ongoing administration of a designated set of
grant-related third-party agreements for which American University
is the issuing party, including subawards, Sponsored Consulting
Agreements, and grant-related Professional Services Agreements
(PSAs).
Creates, executes, and administers subawards and subaward
amendments in accordance with sponsor requirements, federal
regulations, and AU policies.
Creates, executes, and administers grant-related Professional
Services Agreements (PSAs) and Sponsored Consulting Agreements
associated with externally funded projects.
Establishes and maintains supplier contracts and related
records for all grant-related third-party agreements in AU’s
systems of record.
Ensures appropriate flow-down of sponsor terms, regulatory
requirements, and institutional policies into all grant-related
third-party agreements.
Processes modifications, extensions, and closeout actions for
all grant-related third-party agreements.
Serves as the primary ORSA point of contact for contractual and
administrative matters related to grant-funded third-party
agreements.
Coordinates with faculty, unit administrators, Procurement,
Legal, Risk, and other offices to resolve contractual or
system-related issues.
Maintains accurate, complete, and audit-ready institutional
records for all grant-related third-party agreements.
Identifies nonstandard, complex, or high-risk third-party
agreement issues and escalates them to the Senior Manager for
institutional review and resolution.
2.) Subrecipient Risk Management & Compliance Review
- Leads institutional subrecipient risk management and compliance
review functions in accordance with federal regulations, sponsor
requirements, and AU policies.
- Implements and enforces institutional subrecipient monitoring
requirements under Uniform Guidance and sponsor policies.
- Conducts subrecipient risk assessments and supports risk-based
classification and monitoring levels.
- Tracks required subrecipient certifications, audit
documentation, and compliance attestations.
- Maintains institutional records related to subrecipient risk
determinations and monitoring activities.
- Coordinates follow-up on missing, late, or noncompliant
subrecipient documentation and escalates concerns as
appropriate.
- Supports audits, sponsor reviews, and internal monitoring
activities related to subrecipient compliance.
- Collaborates with Senior Managers, faculty, unit
administrators, and central offices to resolve subrecipient
compliance issues.
3.) Outreach, Training & Professional Development
- Participates in research administration training programs for
the University community. This includes attending quarterly grant
roundtable meetings and department meetings and participating in
the University Research Administrator Certification Training
program. Remains up-to-date with all University, federal and funder
financial and budgetary guidelines related to externally funded
grants and contracts.
4.) Additional Duties
- Additional responsibilities as assigned or requested by the
Vice Provost for Research and Innovation, Director of Sponsored
Awards, or Associate Director of Sponsored Awards.
Competencies:
- Serving Customers.
- Making Accurate Judgments and Decisions.
- Acquiring and Analyzing Information.
- Supporting Coworkers.
Position Type/Expected Hours of Work:
- Full-time.
- 35 hours per week.
Salary Range:
- $70,000.00 - $75,000.00 annually.
Required Education and Experience:
- Bachelor's degree or equivalent.
- 2 - 4 years of relevant experience in contract administration,
subaward administration, procurement, or a closely related field,
with demonstrated responsibility for post-award or third-party
agreement functions in a professional environment, including
familiarity with contract terms, modifications, and closeout
processes.
- Demonstrated ability to apply institutional policies and
sponsor requirements to real-world contract and compliance
scenarios with a high degree of accuracy and attention to
detail.
- Evidence of strong organizational and time management skills,
including the ability to manage multiple concurrent actions, track
status, meet deadlines, and maintain audit-ready
documentation.
- Strong technical aptitude, including the ability to work with
data, contracts, and system records in a highly regulated
environment.
- Excellent written and verbal communication skills, including
the ability to communicate effectively with faculty,
administrators, Procurement, Legal, and external partners.
- Demonstrated ability to work independently with minimal
supervision while collaborating effectively with cross-functional
teams across the institution.
Preferred Education and Experience:
- Master's degree.
- Experience in higher education.
- 3 - 5 years of relevant experience in sponsored research
administration, contract administration, subaward administration,
procurement, or a closely related field, with demonstrated
responsibility for post-award or third-party agreement functions in
a research or higher education environment.
- Demonstrated experience in the preparation, administration, or
coordination of subawards, third-party agreements, or grant-related
contracts, including familiarity with contract terms,
modifications, and closeout processes.
- Working knowledge of governing regulations related to sponsored
projects and subawards, including OMB Uniform Guidance (2 CFR 200)
and, as applicable, the Federal Acquisition Regulations (FAR).
- Experience working with enterprise systems related to sponsored
research, procurement, or finance (e.g., Workday, Cayuse, or
comparable platforms) and the ability to reconcile and maintain
accurate records across multiple systems.
Additional Eligibility Qualifications:
- Knowledge of academic institutions and the federal government
environment.
- Exhibits special aptitude for critical and analytical thought,
project conceptualization and examination of compliance, legal, and
research issues.
- Demonstrated ability to maintain collegial and collaborative
working relationships with faculty and staff; ability to relate to
faculty member’s projects and research interests on a professional
level.
Other Duties:
- Please note this job description is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with
or without notice.
Benefits
AU offers a competitive benefits package.
Click here to learn about American University's unique benefit
options .
Other Details
- Hiring offers for this position are contingent on successful
completion of a background check.
- Employees in staff positions at American University must
deliver their services to the university from either the District
of Columbia, Maryland, or Virginia, or perform work on-site at the
university.
- Please note this job announcement is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities, and activities may change at any time
with or without notice.
- American University is an
E-Verify employer.
Current American University Employees
American University current employees must apply through their
employee Workday account. If you are a current employee at American
University, please log into Workday and select the Find Jobs report
which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University
careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action
institution that operates in compliance with applicable laws and
regulations. The university does not discriminate on the basis of
race, color, national origin, religion, sex (including pregnancy),
age, sexual orientation, disability, marital status, personal
appearance, gender identity and expression, family
responsibilities, political affiliation, source of income, veteran
status, an individual’s genetic information or any other bases
under federal or local laws (collectively "Protected Bases") in its
programs and activities.
