Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Subcontracts Administrator.

We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today’s challenges.

The Subcontracts Administrator will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.

AIR is currently seeking a Subcontracts Administrator to join a strong and seasoned team of contracts and procurement professionals.  This role has high potential for meaningfully impacting the AIR mission.

We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.

Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations.This does not include U.S. territories. 

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here.

The responsibilities for the position include:

As a Subcontracts Administrator, you will have responsibility for post-award subcontract administration and related procurement functions. You will provide advice and support on federal compliance, contractual risk identification and mitigation strategies, and procurement integrity advice to internal stakeholders and external partners.   Your advice will be critical to ensuring AIR’s regulatory compliance and mitigation of risks inherent in contracting and procurement transactions.   You will ensure that terms of subcontracts and other procurements are pursuant to policies, legal requirements, and provisions of our customer contracts. This position is highly visible and interacts with all levels of management and staff involved in prime and subcontracting activities.  You will be part of a dynamic organization that values opportunities for staff to grow personal and professional experiences and influence.  Leading contributions to efficiencies and effectiveness is encouraged and recognized for reward.   More specifically, this role:

• Is responsible for providing guidance and support to staff in the preparation, monitoring and administration of subcontracts and may be requested to assist with the proposal documentation related to team partners (consultants/subcontractors). The selected candidate will support service delivery staff with guidance for well-defined statements of work ensuring the requisite contractual and administrative documentation to support procurement integrity.   The operating tempo requires excellence in work prioritization and time management.   The ideal candidate will care about their importance of their contribution to the broader service delivery team and external client expectations.    
• Works closely with the client service delivery teams, finance teams, proposal teams and other members of the contracts and procurement department. We have sophisticated tools ready for use in enabling efficiency to many recurring tasks thus enabling improved focus on important objectives. 
• Participates in the conduct and compliance audits of moderate to complex procurements in accordance with client and prime contract requirements, Federal Acquisition Regulations, OMB’s Uniform Grant Guidance (UGG), responsive obligations to cognizant audit agency, and company policy.
• Works with various information management and workflow systems including OnBase ECM and Deltek CostPoint, and other internally developed applications.
• Ensures applicable considerations for gauging quality and qualifications of 3^rd party consultants, subcontractors, and suppliers, including source selection and price analysis.
• Analyzes requirements for procurement and subcontracting activities and assists with initiating and designing Requests for Proposal for use in sourcing service providers.
• Negotiates subcontract terms and conditions, including the flow-down of obligatory clauses.
• Assists service delivery teams in interpreting requirements for 3^rd party team members and assists in sourcing and compiling responses used in proposals to clients.
• Administers agreements and internal records management used by and integral to effective compliance and stewardship by client service delivery teams and financial leadership.
• Advances supplier diversity and Federal expectations for set-aside subcontracting.
• Administers the SBA’s eSRS.gov reporting system and FFATA reporting to FSRS.gov.
• Understands and executes compliance with assorted procurement policies and processes, including 2CFR200 Uniform Grant Guidance and Federal Acquisition Regulations (FAR).

Education, Knowledge, and Experience:

• Bachelor's degree and/or other federal contracts certifications, or commensurate experience.
• At least 5 years’ experience in Procurement, specifically Subcontracting and Services areas, with Domestic Federal Contracts and Grants.
• Experience with Costpoint or another cost accounting system.

  Skills:

• Excellent communication skills with the ability to collaborate efficiently in a virtual work environment
• Ability to manage multiple responsibilities simultaneously with excellent organizational skills.
• Demonstrated analytical, critical thinking and problem-solving skills.
• Effective and persuasive communicator continually demonstrating sensitivity to diversity, equity, and inclusion.
• Demonstrated attention to details and accuracy.
• Proficiency in Microsoft 365, including OneDrive, SharePoint, Excel, Word, and Adobe Acrobat Pro.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR’s Total Rewards Program, is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated annual salary of $106,000 to $111,000. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

AIR maintains a drug-free work environment.

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to recruitment@air.org.

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams at ftc.gov/scams.

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