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Senior Subcontracts Administrator (Office of Grants and Contracts)

Urban Institute

Urban Institute

Washington, DC, USA
Posted on Tuesday, October 3, 2023

About Urban Institute:

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit

The Opportunity

The Urban Institute’s Grants and Contracts Office is seeking a Senior 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 funded by private foundations; federal, state, and local governments; corporations and other private funding. We issue a range of subgrants/subcontracts under these funding streams and 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 applicants seeking in-person, remote or a hybrid work environment.

What You'll Do

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

  • Draft, negotiate, and execute subgrants/subcontracts with varying entity types including non-profit organizations, universities, commercial businesses, and state and local governments.

  • Review prime awards and funder requirements to determine applicable flow-downs.

  • Provide guidance and interpret terms and conditions for executed subgrants/subcontracts during the period of performance.

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

  • Troubleshoot with project teams on subgrants/subcontracts and grant program implementation challenges 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 subgrant/subcontract process as needed; assist with development and management of performance metrics for subaward team

  • Perform independently and assume full responsibility for assigned subgrants/subcontracts. Maintain significant warrant/delegation of authority to sign sub-agreements. Mentor junior staff. Assist manager in developing 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.

Who You Are:

The successful candidate will:

  • Possess a bachelor’s degree, with a 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 (2 CFR 200/Uniform Guidance; FAR); experience with foundation funding a plus.

  • Display working 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 written and oral communication skills, and the ability to make effective and persuasive presentations to small and large groups.

  • Work well under pressure in a fast-paced environment and be detail oriented to ensure effective management of varying changing priorities; possess strong organizational and 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.

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.

With the conclusion of the government-issued COVID-19 national public health emergency, Urban has updated our COVID-19 safety guidelines. All Urban Institute employees working from our onsite location must be fully vaccinated against COVID-19 and comply with any masking requirements. Fully vaccinated is defined as receiving the primary series of US-approved COVID-19 vaccinations (Pfizer-BioNTech, Moderna, Novavax, Johnson & Johnson’s Janssen) with the addition of at least 1 COVID-19 booster. Employees who are working onsite may request exemption from the COVID-19 vaccination requirement based on a medical condition or a sincerely held religious belief that prevents them from being vaccinated. Where such an exemption is approved, Urban will discuss potential accommodation with the employee. These guidelines do not apply to employees who are teleworking or other offsite staff.

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. The Urban Institute is an Equal Opportunity/Affirmative Action Employer Minorities/Women/Disabilities/Veterans.