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Senior Subcontracts Administrator (Office of Grants and Contracts)

Urban Institute

Urban Institute

Washington, DC, USA
Posted on Saturday, March 4, 2023

Who we are:

At the nonprofit Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. Our employees are empowered to influence policy, open minds, shape decisions and offer solutions. We encourage intellectual honesty, innovation, diversity, and mutual respect, and our analysis elevates the debate, wherever it takes place.

Urban’s greatest asset is our people. We strive to attract and cultivate a vibrant, creative, and diverse community. Our employees drive Urban’s mission through entrepreneurship, innovation, leadership, effective communication, results-orientation, and relationship cultivation. Our success depends on engaging individuals who possess and value these attributes.

How you’ll contribute:

Our subaward team is expanding! The Urban Institute’s Grants and Contracts Office is seeking a Senior Contracts/Subcontracts Administrator. Our office’s principal duties include providing compliance support over the entire award life cycle, from proposal review to negotiating contracts, grants and subcontracts to award closeout in support of research primarily funded by private foundations, and federal, state, and local governments. We provide management and oversight of Urban’s award portfolio to mitigate risk; ensure compliance with Urban policies and procedures and funder requirements; and support best practices in award management.

We welcome remote candidates to apply.


  • Provide support as subject matter expert over the entire award lifecycle for subcontracts, subagreements, subgrants, and similar instruments.; advise Urban project management teams with grant programs on best practices.

  • Draft, negotiate, and administer subawards with non-profit organizations, universities, commercial businesses, state and local government entities, and other entity types.

  • Support effective award implementation by providing guidance, and interpreting terms and conditions. Review prime awards and Funder requirements to determine applicable flow-downs.

  • Review RFPs/RFAs; perform due diligence reviews of potential subawardees/subcontractors and partnerships; review subaward supporting documentation for contractual, budgetary, organizational and compliance issues. Ensure subcontracts are consistent with client requirements and procurement policies/procedures; maintain auditable procurement and grant files.

  • Troubleshoot with project teams on subaward; subcontract; and grant program implementation issues that have contractual or business-related implications, providing options and recommendations to successfully mitigate risk and resolve issues.

  • Work in Salesforce platform to manage requests from project teams and assist other Urban staff in navigating the subaward process as needed; assist with development and management of performance metrics for subaward team

  • Perform independently and assume full responsibility for a portfolio of awards. Work with a significant warrant/delegation of authority to sign subawards and subcontracts. Mentor Contracts Administrators and other junior staff. Develop templates; guidance documents; training materials; and other compliance tools. Prepare for and attend management-level meetings, and contribute to interdepartmental policy, procedures and process improvement initiatives.

What you’ll bring:

The successful candidate will:

  • Possess a Bachelor’s Degree; minimum five years’ progressive experience in grants management, grants/contracts administration, and/or subcontracting/procurement. Or possess equivalent combination of education and experience.

  • Demonstrate hands-on experience with and knowledge of US Federal requirements required (2 CFR 200/Uniform Guidance; FAR); experience with foundation funding a plus.

  • Display prior knowledge of common award instruments, including Cost Reimbursement, Fixed Amount, Fixed Price, and Time and Materials.

  • Exhibit proven negotiation skills, including ability to make sound decisions and apply creative problem solving

  • Exercise excellent communication skills including written and oral communications, and the ability to make effective and persuasive presentations to small and large groups

  • Work well under pressure in a fast-paced environment, keeping multiple priorities moving while not losing track of details; possess excellent organizational skills, strong analytical skills and sound judgment

  • Use solid diplomatic skills, including the ability to be culturally sensitive and effectively manage varied internal and external relationships; maintain organizational confidentiality

  • Demonstrate strong computer skills; capable use of MS Office, particularly Excel and Word; experience with JAMISPrime and Salesforce a plus

We welcome applicants seeking in-person, remote or a hybrid work environment. We are accepting applications for both part and full-time employment for this role. The part-time position is for 30 hours/week (75% full-time equivalent). (For full-time, please see separate posting)

What you’ll experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban’s greatest asset is our people.

The target salary range for this position is $77,371 - $115,000. Salary offered is commensurate with experience and considers internal equity. Candidates from diverse backgrounds are strongly encouraged to apply. Salaries are just one component of Urban Institute’s total compensation package.

Urban is committed to supporting our staff’s physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs. This position has the opportunity to be fully remote.

All Urban Institute employees must be fully vaccinated against Covid-19 and comply with masking and distancing requirements, regardless of responsibilities or work location. New hires must also be fully vaccinated before starting work. Employees may request exemption from vaccination against COVID-19 based on either a medical condition or a sincerely held religious belief that prevents them from being vaccinated. Where such an exemption is approved, Urban will discuss with each employee potential accommodation.

The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law.