Subcontracting Team Manager

Job Type:

RAND seeks a Subcontracting Team Manager to join their Procurement & Subcontractor Compliance department, a key role responsible for overseeing and managing outgoing subcontracting and subcontractor compliance activities in line with the requirements of a federal defense contractor.

• The manager will utilize their expert knowledge and extensive experience to address and resolve a range of situations, from straightforward to highly complex. Additionally, this position supports the Director by compiling datasets and preparing detailed reports necessary for federal regulations, sponsors, auditors, or internal clients.
• While the work involves diverse approaches, the primary goal is to ensure the delivery of timely, high-quality, and coordinated research administrative services to RAND's research and administrative staff, as well as to external subrecipient entities.

• The Subcontracting Team Manager also plays a crucial role in supervising and mentoring the Subcontracting Team staff, who are responsible for negotiating, issuing, and monitoring outgoing subcontract agreement and amendments to subrecipients and contractors (vendors) entities. These staff members also manage subrecipient and subcontractor compliance activities, conduct subcontract risk assessments, handle non-financial agreements, and fulfill sponsor and federal reporting requirements.
• The manager is tasked with the final review of all outgoing subcontract agreements and amendments prior to execution, ensuring compliance with RAND's internal policies and procedures.
• Additionally, the manager has the authority to sign documents on behalf of RAND, provided it falls within their delegated signing authority from the Director. This role is vital in maintaining the integrity and efficiency of RAND's subcontracting operations.

May perform any or all of the following duties

• Oversight of Outgoing Subcontract Agreements and Amendments to Subcontractors

  • Guide, direct and evaluate the activities of Subcontracting Team staff including, but not limited to: proposal phase activities, subcontract issuance, post-award administration, risk assessment, monitoring, and closeout, to ensure compliance with federal guidelines (FAR, DFAR, and 2 CFR 200) and RAND Corporate policies and procedures.

  • Review and approve high volume and variety of subcontract transactions, including subawards to subrecipients and service agreement contracts to contractors (vendors who are individuals or companies).

  • Ensure subcontracting process is efficient and effective, including having complete and accurate procurement files pro-actively prepared for audits, including but not limited to: annual financial statement audits, incurred cost audits, OMB Single Audits, and DCMA CPSR.

  • Assist Subcontracting Team during low or highly complex negotiations to interpret subcontract terms as needed, ensure requested revised terms are acceptable and while effectively mitigating risk to RAND and award sponsors.

• Oversight of Post-Award Subcontract and Subcontractor Compliance Monitoring

  • Using expert knowledge and experience, review all subcontract risk assessments and subrecipient monitoring assessments prepared by staff to ensure risk mitigation to RAND, sponsoring agencies, and subcontractor.

  • Perform high level monitoring of active subcontractor agreements to ensure data accuracy in electronic financial accounting, contract lifecycle management, and document management systems.

  • Serve as primary point of contact for FFATA reporting on any subcontracting activity on sponsored awards subject to this reporting requirement; review all FFATA reports for subaward and subcontracting/purchasing activity prior to submission by staff to FSRS to ensure accuracy of data submission.

  • Develop, maintain and oversee subcontractor compliance activities to ensure: deliverables and invoices are being submitting in a timely manner by subcontractors on active/open agreements; collaborate with Accounting to ensure all subcontractor invoices are being approved internally and paid within 30 days of being received by RAND; timely closeout of subcontracts is being performed in accordance with RAND and sponsor requirements, as well as any stated requirements in the subcontract terms and conditions.

  • Provide guidance and assistance to RAND research, administrative and operations staff regarding their subcontracts and subcontractors.

• Other Duties

  • Assist with negotiation and execution of highly complex subcontracts, as needed.

  • Support proposal submission process by providing guidance and assistance to subrecipients, subcontractors, and RAND staff regarding sponsor policy and RAND requirements for any outgoing proposals and subcontract compliance. When requested, assist with internal review of documents obtained from subcontractor organizations and/or complete subcontractor related documentation (i.e. price analysis) that are required for outgoing RAND proposal submissions.

  • Maintain in-depth and current knowledge of the US Government Acquisition and Procurement environment for Federal contracts and grants (FAR, DFAR and 2 CFR 200), as well as commercial and international contracting methods.

  • Foster and maintain sound and reliable relationships with RAND Researchers, Division Business Units, and Finance & Operations staff.

  • Foster an attitude of compliance while ensuring RAND is maintaining effective, reliable and internal controls related to outgoing subcontract and subrecipient monitoring activities.

  • Develop and recommend updates to policies, procedures, forms and checklists, as well as outreach and education materials for requestors. Offer/lead training and briefing sessions on topics of interest or areas for improvement.

  • Assist the Director of Procurement & Subcontractor Compliance with the training of RAND staff members on various topics related to procurement, subcontracting, subcontract oversight, and subrecipient monitoring.

Management and Supervision

• Select, recruit, and retain top performers who provide positive contributions to the organization.

• Ensure staff is trained and able to function effectively without close supervision.

• Delegate assignments and responsibilities to develop staff skills. Provide ongoing coaching and feedback and evaluate staff fairly and effectively.

Basic Qualifications:

• Working knowledge of Microsoft Office 365 software (Word, Excel, Teams, Outlook, etc.). Experience using electronic financial accounting system preferred.

• Ability to provide high quality customer service in fast-paced environment while maintaining professional communication. Maintains professional communication at all times with researchers, administrative staff, subcontractors. Responds to voicemails, emails, and other correspondence in timely fashion.

• Expert knowledge and demonstrated ability to understand research administration principles, policies and procedures, as well as pertinent federal regulations such as 2 CFR 200 OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance); Federal Funding Accountability and Transparency Act (FFATA) reporting requirements; the NIH Grants Policy Statement; the Federation Demonstration Partnership (FDP); Federal Acquisition Regulations (FAR); Defense Federal Acquisition Regulations (DFAR); and federal cost accounting standards (CAS).

• Experience working with Federal research grant/contract awards and non-federal (including industry, foundations and foreign sponsors) required.

• Experience drafting and negotiating subaward, subcontracts, and other agreements effectively using knowledge of prime award terms and sponsor regulations/policies.

• Working understanding of internal and external audit requirements (i.e. OMB Single Audit, DCAA Incurred Costs, and DCMA CPSR)

• Service orientation, strong management skills, leadership, sound judgment and decision making, critical thinking and creative problem solving.

• Work effectively and collaboratively in a team environment, remotely and in person.

• Must have the ability to research and interpret regulations and laws and disseminate information effectively; work with limited supervision and to design processes; work independently and prioritize multiple tasks; identify /analyze problems; and quickly understand and apply policies and procedures.

• Ability to analyze situations, identify workable solutions/alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to RAND and, if applicable, award sponsors.

• Ability to work effectively in a diverse, multicultural, multilayered environment.

Experience

Minimum: 13 years of relevant experience; or a combination of education and experience that demonstrates the desired knowledge skills and ability may be substituted for a BS/BA degree.

5 years of supervisory experience

Education

Minimum: BS/BA in Business Administration, Accounting or similar disciplines

Preferred: MS/MA, Juris Doctor or Certified Research Administrator, Certified Professional Contract Manager, or similar certification

Location(s)
This position will be located at one of the following RAND offices: Santa Monica, CA; Washington, DC; or Pittsburgh, PA. This position is eligible for RAND's hybrid work environment, which enables a blend of on-site and remote work.

Salary Range: $102,800 - $152,900

RAND considers a variety of factors when formulating an offer, including but not limited to, the specific role and associated responsibilities; a candidate's work experience, education/training, skills, expertise; and internal equity.This position is overtime eligible. Successful candidates will be offered employment in a specific title, as determined by the candidate's education and experience. In addition, RAND provides strong benefits including health insurance coverage, life and disability insurance, savings plan, paid time-off and more.

Equal Opportunity Employer: race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet