Subaward Specialist

Location: Central

OUR STATEMENT The San José State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live.

The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

GENERAL NATURE OF POSITION The San José State University Research Foundation (SJSURF) Office of Sponsored Programs (OSP) partners with the SJSU Office of Research to assist faculty in the pursuit of external funding for sponsored research, service projects, and other discretionary activities. Fully committed to delivering best in class services, OSP serves as the central coordination point for all grants and contracts, and partners with principal investigators (PIs) to ensure compliance with federal, state, and institutional policies.

As a member of the Office of Sponsored Programs (OSP), this position supports faculty and research staff in the administration of sponsored projects. The role is responsible for reviewing, negotiating, and managing research-related agreements and subawards, ensuring compliance with institutional, sponsor, and regulatory requirements. Working independently and exercising professional judgment, the position facilitates the acceptance and administration of sponsored funding, supports award management processes, and helps ensure the successful execution of research, training, and other externally funded projects.

ESSENTIAL DUTIES & RESPONSIBILITIES
1. Prepare subaward documentation, utilizing the appropriate agreement mechanism, terms and conditions, and templates. This position is responsible for subrecipient prequalification, confirming fund reservation, subaward issuance, funds release, and monitoring. The subaward specialist has knowledge of award management guidance for a variety of prime sponsors (federal and non-federal).2. Negotiate or assist in the negotiation of agreements with other higher-education institutions, non-profit organizations and on occasion, industry sponsors, and drafts technical contract language covering such issues as intellectual property rights, cost-sharing, fiscal and procedural constraints and other similar matters.
3. Negotiate subaward terms and conditions with subrecipient institutions, consulting with Pre-Award specialists, Post-Award analysts, Contracts manager, and faculty members as needed. Ensure consistency with prime award terms and conditions and government-wide regulations.
4. Perform risk analysis, and review subrecipient commitment documentation to ensure SJSURF is cognizant of, and protected from, issues and potential risks.
5. Review and edit subrecipient statements of work, budgets, budget justifications, indirect cost rates, fringe benefit rates, certifications and representations, conflicts of interest policy implications, human and animal subjects, and other compliance considerations. Maintain accurate records within institutional database.
6. Document the status of agreement issuance in the appropriate system(s) of record and tracking systems.
7. Monitor follow-on processes and procedures throughout the agreement life cycle to ensure continued programmatic correctness and compliance with various regulatory requirements and OGC policies and procedures. Identify potential compliance issues and escalate concerns in a timely manner.
8. Perform subrecipient monitoring functions, support FFATA reporting, assist with audit reporting requirements, and provide back up to coordinate with the Grants Accounting unit on closeout. Assist with audits and provide documentation requested by internal or external reviewers.
9. Other duties as assigned.

INTERPERSONAL CONTACTS
1. Directly reports to the subaward manager.
2. Develops and maintains effective working relationships with Research Foundation and SJSU personnel, including principal investigators, college deans, department chairs, administrative staff, and external sponsoring agencies.

SUPERVISORY RESPONSIBILITIES None, although may be called upon for advice and direction by others.

QUALIFICATIONS Education and Experience Bachelor’s degree required.

A minimum of two to three years of work experience of increasingly progressive in research administration responsibilities is required.

Experience in electronic research administration is preferred.

Knowledge of 2-CFR-200 (OMB Uniform Guidance) and FAR regulations is preferred.

Knowledge, Skills, Abilities Required Knowledge of sponsored programs administration, including subaward agreements, federal contracts, grant and contract requirements, FDP agreement templates, and Uniform Guidance regulations.

Strong verbal and written communication, organizational, and…