Job Details

Contract and Subaward Specialist

University Corporation at Monterey Bay


Salary: $33.00 - $38.00 Hourly

Job Number: 2024-00053

Location: Ryan Ranch Office- Monterey, CA

Department: Foundation Auxiliary Services

Description


Contract and Subaward SpecialistAuxiliary Contracts
Priority Screening Deadline: January 31, 2025, all positions are open until filled
The University Corporation at Monterey Bay ("Corporation"): The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
The University: California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.
The Community: Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world's most famous golf course, it's easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

POSITION SUMMARY
Contract and Subaward Specialist is responsible for drafting, reviewing, and negotiating subaward and contracts on behalf of the Corporation, ensuring compliance with legal requirements, managing subaward and contract terms throughout their lifecycle, analyzing potential risks, and maintaining detailed records of all contractual agreements; essentially acting as the primary point of contact for all contract-related matters within the organization. The Contract and Subaward Specialist uses expert knowledge of research administration award terms and policies, and processes while ensuring compliance with all federal, state, local government, and sponsor agency regulations (including private sponsors).

Examples of Duties

Subaward duties:

• Correctly determine subaward vs. contract with the Principal Investigator (PI) and Sponsored Programs Office
• Draft, review and negotiate outgoing subawards and subcontracts and interpret terms, conditions, and associated rules and regulations as a part of prime externally funded grants, contracts and cooperative agreements from government and non-government sponsors.
• Assist in collecting information from subrecipients related to proposals, sponsor reporting requirements, subrecipient monitoring; assist with risk assessments and/or audit activities
• Identifying subrecipients who have been suspended or debarred from receiving federal funding, identified as terrorist entities, or associated with terrorist entities.
• Create and process Purchase Requisitions and Purchase Orders on the PI's behalf for subawards
• Work effectively, prioritize, and be flexible in a high-paced, high-volume professional environment. Conclude negotiations and execute awards in a timely manner. Send out subaward agreements for signatures.
• Post-award subaward agreement monitoring and compliance oversight activities, including drafting/negotiating subaward amendments
• Prepare and maintain compliant procurement file documentation, including cost/price analysis and other internal documentation required per Procurement policy and Record Retention Policy
• Advise subrecipients to submit all subaward and invoices in a timely manner
• Conduct site visits as necessary with Post Award team
• Remain current in federal and sponsor regulations in addition to best procurement practices. Utilize Federal Demonstration Partnership (FDP) forms for agreements and augments with additional requirements as needed.
• Collect insurance forms from subrecipients
• Analyze complex situations, identify workable solutions/alternatives, and make appropriate determinations and/or recommendations that minimize risk to the institution and award sponsors
• Assist with the ongoing improvement of the subcontracting process, including developing tools and resources to support compliance with U.S. and State Government regulations such as the California Model Agreement
• Utilize the internal eRA system for all subaward management

Contract duties:

• Work with departments to develop specifications, solicit price quotations
• Develop lists of qualified vendors, prepare delivery terms and other conditions for bidders, prepare timetables for competitive bid cycles, advertise bids, and hold public bid openings (Request for Proposals/Quotes/Information)
• Assist in developing and drafting contract and service agreements
• Work closely with department contacts to advise and provide training and serve as a resource for departments to meet their contract needs and requirements
• Assist in developing procedures related to procurement and contract management

OTHER FUNCTIONS

1. Performs other duties as assigned.
2. Support as needed: administer the Corporation's procurement card program, which includes ordering cards, training users, auditing purchases, and enforcing procurement policies with cardholders.
3. Support as needed: maintain and update the Corporation's Defensive Driving Program. Maintain and update the Corporation's owned vehicle database at least monthly.
4. Support as needed: coordinate the purchasing of a widely varied and diverse selection of commodities, including but not limited to electronic and computer equipment and construction-related items.
5. Support as needed: prepare online purchase requisitions, and provide confirmed purchase orders for required purchases.

PHYSICAL WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

• Work Location: Ryan Ranch - 8 Upper Ragsdale Drive, Monterey

KNOWLEDGE, SKILLS, AND ABILITIES
The Contract and Subaward Administrator must have a strong service orientation, advanced problem-solving abilities, strong oral and written communication skills, and the ability to work collaboratively and effectively with faculty, staff, and sponsors. As a professional staff member, they are an advocate for responsive, effective research administration. The Contract and Subaward Administrator must be able to function effectively and independently in a fast-moving environment subject to external pressure and frequent interruptions.

Qualifications

MINIMUM QUALIFICATIONS
Education and Experience:
Associates degree and three years of relevant experience or an equivalent combination of education and experience.

DESIRABLE QUALIFICATIONS
Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues. Our Equal Opportunity Policy Statement is available here.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.
University Corporation at Monterey Bay positions are "at-will" employment.
CSUMB is a smoke and tobacco-free campus.
The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.
Sensitive Positions - This position has been designated as a sensitive position with:

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
• control over campus business processes, either through functional roles or system security access

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:

• This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories:
• Work in a campus police or security department
• Are responsible for campus security
• Are designated as the contact for reporting criminal offenses
• Have significant responsibility for student and campus activities

Questions can be sent to: hr_corporation@csumb.edu.

SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here.

The hourly hiring range for this position is $33-$38. Classification: Grade 5, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide for details about sick time, vacation, and holidays.

The Corporation also offers access to CSUMB's Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to apply:

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/4780280/contract-and-subaward-specialist




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