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Subcontract Officer

UCSF Medical Center

San Francisco, CA

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JOB DETAILS
SKILLS
Accounting, Administrative Management, Administrative Skills, Analysis Skills, Biology, Biomedical Research, Budget Management, Budgeting, Cancer, Change Management, Coaching, Code of Federal Regulations, Communication Skills, Community and Social Services, Content Development, Contract Approval, Contract Management, Contract Negotiation, Contract Requirements, Database Management Software/Systems (DBMS), Disease, Diversity, Equal Employment Opportunity (EEO), Establish Priorities, Federal Acquisition Regulations (FAR), Federal Laws and Regulations, Finance Software, Financial Administration, Financial Analysis, Financial Reporting, Grant Awards, Grant Writing, Health Science, Healthcare, Identify Issues, Intellectual Property (IP), Leadership, Legal, Maintain Compliance, Mentoring, Negotiation Skills, Non-Federal Grants, Organizational Skills, Patient Care, Policy Development, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Proposal Development, Publications, Regulatory Compliance, Regulatory Requirements, Reporting Skills, Research Administration, Research Contracts, Research Grants, Resource Management, Risk Management, Spreadsheets, Standards of Care, State Laws and Regulations, Stem Cells, Team Lead/Manager, Team Player, Time Management, Training/Teaching, Writing Skills
LOCATION
San Francisco, CA
POSTED
3 days ago

Job Summary:

The Contracts Officer is responsible for preparation, drafting, review and negotiation of outgoing and incoming agreements, and development, compilation, and submission of proposals for research, public service, and other contracts which may be assigned by the supervisor.

The Officer works independently to assess complex grant. contract and subcontract transactions where

analysis requires an in-depth evaluation of variable factors. This position uses advanced contracts and grants

concepts to manage high volume and high complexity transactions and may review and guide others in the

review of financial and administrative management requirements of research contract and grant proposals,

awards and/or transactions to ensure compliance with institutional and sponsor policies. The Officer may

review and sign transactions for less experienced staff and may serve as a technical specialist in a particular

area as needed by the department.

During the award negotiation and proposal development process, the Officer will need to coordinate and

obtain input from faculty and campus offices including Legal Affairs, Risk Management, Privacy, and Department

managers. The Officer will be responsible for interpreting internal guidance, negotiating inclusion of

stakeholder requirements into agreements and completing all assignments in a timely and professional manner.

The Officer is experienced in research administration and is expected to demonstrate the requisite

requirements to sign and approve specified contract and grant agreements in accordance with UC policies and procedures.

Department Overview

The Office of Sponsored Research is an advocate for all researchers at UCSF and provides them with comprehensive pre-award services. The OSR, a $23M operation, is comprised of eleven shared service teams, including 151 Proposal and Grants Specialist and Officers, Contract and Award Specialists and Officers, Associates, and Assistant Team Managers and Team Managers supporting 2000+ faculty, and is responsible for all pre-award grant activity for the campus.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Required:

  • Bachelor''s degree in related area and / or equivalent experience / training.
  • Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
  • Knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates or other complex concepts in research administration.
  • Experience researching and interpreting policies or regulations. Knowledge of current compliance regulations relating to research administration.
  • Ability to manage high volume and complex transactions.
  • Demonstrated leadership or resource management skills: ability to coach, mentor, develop

others; provide feedback and distribute work.

  • Independent judgment, strong organization and communication skills and customer

service focus with the ability to set priorities and meet deadlines.

  • Demonstrated experience negotiating contracts or the ability to demonstrate requisite knowledge of contracts to be assigned signature authority.
  • Skill in analyzing information and objectives to define problems, identify relevant issues of concerns, formulating alternatives to affect resolution, and selecting alternative problem resolutions having evaluated all implications for implementation of a given solution.
  • Proven ability to write reports, prepare presentations or other documents that convey information and ideas to the reader.
  • Five (5) or more years of related work experience that demonstrates the necessary level of analytical, problem-solving, initiative, judgment, decision-making, organizational and communications skills.

Preferred:

  • Ability to perform highly complex financial analysis and customized reporting.
  • Ability to interpret policy for others. Knowledge of policies relating to sponsored research, compliance, academic personnel, the appropriate use of University facilities, etc.
  • Experience with all types of award mechanisms, including grants. contracts, subcontracts, cooperative agreements. Demonstrated knowledge of distinctions between various contract mechanisms and the ability to interpret the varying objectives and needs of internal and external stakeholders.
  • Demonstrated advanced knowledge of generally accepted accounting, fiscal and reporting principles.
  • Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis and budget development.
  • Ability to use a variety of database applications and software.
  • Ability to be a team player. Works with OSR staff in identifying areas for improvement in office procedures and policies and creating and implementing new methods.
  • Ability to support change management objectives including ability to learn and process a variety of awards.
  • Ability to work independently under heavy pressure and to know when to ask questions.
  • Ability to manage the responsibilities of signature authority; considering impact to University, sister campuses, faculty, students, and programs in making significant institutional commitments.

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10YesProvides guidance, counsel, coaching and mentoring on wide variety of highly complex: research administration matters to principal investigators, senior departmental administrators and less experienced department staff; offers solutions and recommendations regarding contracting issues.30YesAdministratively reviews complex grant or contract Yes proposals, budgets and awards, obtains/ verifies necessary compliance approvals.25YesPrepares and negotiates terms and conditions of highly complex research grant, contract and subcontract proposals and awards from various sponsors. Drafts and negotiates memorandums of understanding, consortium agreements; customizes contracts where no applicable template exists.5YesMaintains appropriate approvals from applicable compliance committees. Utilizes internal systems for compliance with office policy & procedures. The systems include a variety of databases including CACTAS ( Centralized Agreement Contract and Approval System), RAS RIO and eProposal.5YesIndependently manages workload, including providing and maintaining workload management reports. Incumbent may participate in design and deployment of contract management systems.10YesThe institutional representative is defined as an individual, appointed by UCSF, who is authorized to act on behalf of the organization and to assume the obligations imposed by Federal, State and local laws, regulations, requirements, conditions as well as UCSF policies that apply to the proposal and award. In signing a proposal application and related correspondence, the Specialist certifies that the organization will comply with all applicable assurances and certification referenced in the application. The Specialist''s signature on a proposal application and resulting contract further certifies that the organization will be accountable both for appropriate use of funds awarded and for the performance of the sponsored project activities resulting from the application. 5YesMaintains professional relationships with sponsor representatives. Delivers specialized training and / or develops content for education workshops in the area of research administration.5YesAttend and actively participate in ongoing educational and collaborative sessions. Participate in conference presentations as opportunities arise and expertise allows.5YesSpecial projects as assigned by the Supervisor. Projects may include taking on the lead on difficult sponsors or becoming a Subject Matter Expert on an area needed to support the team. These projects may also be identified to provide individual growth development for preparation of future opportunities.0 0 0% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

DUTIES & ESSENTIAL JOB FUNCTIONS

Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10YesProvides guidance, counsel, coaching and mentoring on wide variety of highly complex: research administration matters to principal investigators, senior departmental administrators and less experienced department staff; offers solutions and recommendations regarding contracting issues.30YesAdministratively reviews complex grant or contract Yes proposals, budgets and awards, obtains/ verifies necessary compliance approvals.25YesPrepares and negotiates terms and conditions of highly complex research grant, contract and subcontract proposals and awards from various sponsors. Drafts and negotiates memorandums of understanding, consortium agreements; customizes contracts where no applicable template exists.5YesMaintains appropriate approvals from applicable compliance committees. Utilizes internal systems for compliance with office policy & procedures. The systems include a variety of databases including CACTAS ( Centralized Agreement Contract and Approval System), RAS RIO and eProposal.5YesIndependently manages workload, including providing and maintaining workload management reports. Incumbent may participate in design and deployment of contract management systems.10YesThe institutional representative is defined as an individual, appointed by UCSF, who is authorized to act on behalf of the organization and to assume the obligations imposed by Federal, State and local laws, regulations, requirements, conditions as well as UCSF policies that apply to the proposal and award. In signing a proposal application and related correspondence, the Specialist certifies that the organization will comply with all applicable assurances and certification referenced in the application. The Specialist''s signature on a proposal application and resulting contract further certifies that the organization will be accountable both for appropriate use of funds awarded and for the performance of the sponsored project activities resulting from the application. 5YesMaintains professional relationships with sponsor representatives. Delivers specialized training and / or develops content for education workshops in the area of research administration.5YesAttend and actively participate in ongoing educational and collaborative sessions. Participate in conference presentations as opportunities arise and expertise allows.5YesSpecial projects as assigned by the Supervisor. Projects may include taking on the lead on difficult sponsors or becoming a Subject Matter Expert on an area needed to support the team. These projects may also be identified to provide individual growth development for preparation of future opportunities.0 0 0% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

About the Company

U

UCSF Medical Center