Dept Number/Name: 0-2134-000 / Inst of Applied Engineering
College Division: Acad Affairs-Coll Engineering
Salary Plan: Administrative
Job Code/Title: 4389 / Sr Unit Research Administrator

Work Schedule: Monday - Friday (40 hours) - Hybrid
Position Number: 00043075
ORGANIZATIONAL SUMMARY:
The USF Institute for Applied Engineering (IAE) is a Florida not-for-profit corporation and USF Direct Support Organization organized to support and benefit the University of South Florida including without limitation the USF College of Engineering. IAE provides agile, best value engineering products and services to enhance the performance, effectiveness and safety of its customers, including the Department of Defense; other federal, state and local agencies; and industry. The Institute provides these engineering solutions in alignment with its core competencies: Autonomous Systems; Human Performance Enhancement; Data Analytics; Cyber and Electromagnetic Domain Security; and Transportation and Energy infrastructure.

POSITION SUMMARY:

The Sr, Contracts Administrator will support the development, coordination, execution and contract administration of federal, state, and private contracts/grants for sponsored project activities, for all pre-award and post award requirements. The Sr. Contract Administrator serves as IAE’s contracts/business liaison to sponsoring agencies; facilitates compliance related to contracts under the position's purview; reviews and negotiates terms and conditions of contracts with sponsors; drafts, negotiates, executes, and administers prime and sub-agreements as necessary for the Institute of Applied Engineering. The Sr. Contracts Administrator will prepare change notices, monitor performance, delivery, reporting and status of deliverables and ensure contract is in compliance with legal requirements, government regulations, and company policies. The Sr. Contracts Administrator will perform additional duties as required by the IAE Director.

SPECIAL REQUIREMENTS:

This position is partially funded by a Department of Defense Contract and requires US citizenship.

RESPONSIBILITIES:

• Prepare and review contractual documents to ensure adherence to company policy, government specifications and requirements, identify risks and areas of concern on contract terms and conditions and provide contractual advice, guidance and support to the Contract Lead/Program and Operations Managers
• Responsible for reviewing contract solicitation terms, handling contract award confirmations, interpreting agreement terms and conditions and identifying potential issues, reviewing agreement amendments / modifications and incorporating changes
• Participate in final stages of assigned contract by: (1) verifying completion of all commitments, and (2) performing assigned activities associated with contract closeout.
• Support Program Managers, and Business Area leads and provide contracts advice to Company management at all levels as required.
• Maintain records, spreadsheets, and other tracking documents as required to support internal and external audits, manage contract-related data, and generate reports as required.
• Prepare and negotiate contracts, non-disclosure agreements, teaming agreements, subcontract agreements, consulting agreements, task orders, MOUs, MOAs, and purchase orders, etc., in accordance with USF-IAE policies and statutory/regulatory requirements.
• Prepare Certifications and Representations on behalf of the company.
• Conduct the negotiation and administration of agreements between the company/customers/subcontractors/vendors ensuring adherence to company policies and procedures
• Review cost narratives and pricing approach in accordance with the proposal/pricing volume instructions to advise on compliance with USF-IAE systems/processes, technical approaches, and profit objectives.
• Acts as liaison with fiscal offices on setting up new accounts. May review expenditures on the grant on behalf of the Pl. May prepare financial statements.
• Independently lead and support proposal activities including, but not limited to: analyzing solicitations, preparing summaries and developing strategies and recommendations based on the analysis, with attention to the financial and business risk of the proposed effort, participating in all proposal team meetings, preparing the terms, conditions and assumptions upon which the proposal may be submitted, reviewing the technical and pricing proposals for accuracy and consistency, conducting overall business risk analysis and preparing the proposal documents for submittal to the Customer.
• Complete hands-on order entry of incoming contract documents into the designated ERP system.
• Compile and maintain all required contractual records and documents in accordance with contract requirements and Company policies and procedures.
• Assist in the development of contract administration procedures in accordance with company policies and procedures, applicable laws and regulations, customer requirements, and sound business judgment for IAE Board of Directors approval necessary for management and execution of contracts and facilities.
• Assist with subcontract procurement, negotiation and management. Conduct and document Price and/or Cost Analysis as necessary.
• Act as primary point of contact between the Company and the Customer for all contractual matters on assigned contracts. Develop and maintain professional and dependable relationships with external Customers.

Knowledge, Skills and Abilities
Up to date working knowledge of applicable laws, and federal and state grant guidelines, including but not limited to FARS, DFARS , 2 CFR 200, and Grant Management Standards; Clearly and candidly expresses self in a professional manner; Actively listens and seeks input to ensure understanding. Adapts communication to be appropriate to other's level of understanding. Is able to actively and skillfully conceptualize, analyze, and evaluate information to reach a conclusion and make a decision.

POSITION QUALIFICATIONS:

MINIMUM:

This position requires a Bachelor's degree and 7 year of relevant, professional administrative experience; including at least 5 year of experience as a contract administrator of federal government contracts or a Master's degree and 5 years of relevant experience including federal government contract administrator experience. Progressively responsible related experience may substitute for the required education on a year for year basis.

• Detailed knowledge and thorough understanding of proper drafting, negotiation and use of contracts, subcontracts, POs teaming and other forms of agreements
• Strong understanding of contract/purchase order terms and conditions and detailed knowledge of the government contracting process including sole source and competitive procurements
• Comprehensive knowledge of the terms and conditions appropriate for different contract types (FFP, CPFF, T&M, IDIQ, etc.) and their proper use
• Strong knowledge of Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulations Supplement (DFARS)
• Knowledge of requirements for and experienced in administration of government property
• Advanced knowledge of government intellectual property (IP)/ software and data rights clauses and IP marking guidelines
• Detailed knowledge of government contract administration duties including subcontract flow downs, change management, inspection, acceptance, payment, warranty, close-out and records retention
• Advanced knowledge of source selection/evaluation process including cost and price analysis

PREFERRED:

Bachelor's degree, Experience in contract management. Experience managing non-profit and/or government contracts. Experience in higher education.

• Membership in National Contract Management Association (NCMA) and CPCM certification desired

Other Required Qualifications

• Proficient in Word, and Excel
• Effective communication skills, both oral and written using a variety of styles and techniques appropriate to the audience
• Ability to balance multiple priorities simultaneously and adapt to the changing needs of the business while meeting deadlines
• Knowledge of how to extract and analyze contract data
• Applicant should demonstrate strong attention to detail with a penchant for accuracy
• Ability to multi-task, organize and prioritize