Research Contracts Specialist at Villanova University in Villanova, Pennsylvania

Job Description:

Villanova University

Posting Details

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Posting Details (Default Section)

Posting Number:	20243915S
Position Title:	Research Contracts Specialist
Position Type:	Staff
Location:	Villanova, PA
Recruitment Type:	Internal/External Applicants
Work Schedule:	full-time/12-months
Avg Hours Week	35
Department:	281-Office of Grants & Contracts
Position Summary:	Under the supervision of the Research Contracts Manager, the Research Contracts Specialist operates as a member of the Office of Grants and Contracts, which is responsible for reviewing, negotiating, and executing research-related contracts and all subaward actions including sub-recipient monitoring obligations for externally funded grants and contracts. Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:	Subrecipient Monitoring The responsibility for subaward monitoring is shared by the Principal Investigator (PI), the Office of Grants & Contracts (OG&C) and the Research Accounting Office (RAO). The research contracts specialist will work under the supervision of the Research Contracts Manager to carry out OG&C’s responsibilities as outlined in Villanova’s Subrecipient Monitoring policy and procedure: At proposal submission: Review “Determination of Subrecipient vs. Contractor Checklist” completed by PI and DRA for pending proposals involving external partners to help ensure appropriate categorization of entity. At award receipt and Subaward Issuance: Review subrecipient commitment form, budget, and scope of work for completeness. Work with SRA to resolve any discrepancies between proposal and award documents Gather and review necessary documentation from SAM, Visual Compliance, FDP Clearinghouse or additional documentation directly from the subrecipient, escalate as needed. Obtain RAO’s assessment of entity’s annual single financial audit. Complete risk assessment tool to determine risk level of subaward entity. Maintain documentation including audit reports, RAO assessment, and decisions made resulting from completion of risk assessment tool. Issue new subawards, with input and assistance from the Research Contracts Manager in drafting new non-FDP subawards and subawards on federal contracts.Review the FFATA reporting Job Aid, Checklist, and Decision Tree. Using these tools, determine whether Villanova must report on the subaward or subrecipient’s executive compensation. Maintain documentation of review and any associated actions in the subrecipient files. Set up subrecipient in Villanova’s systems, including NovaBuy and Payment Works. Programmatic and Financial Monitoring: Monitor and manage subaward end dates. Anticipate annual subaward renewals and prepare accordingly by obtaining updated documentation from subrecipient. Conduct continuing risk assessments at time of subaward renewal, modification Assist Research Contracts Manager in issuing annual renewal amendments. Work with PI, Procurement, outside entity, and OG&C to monitor and follow up on invoice issuance, approval, and payment. Ongoing: Monitoring of subrecipient updates triggered by other reasons (performance, financial, etc.). Escalate issues as they arise. Administration of research-related agreements The Research Contracting function within OG&C manages the receipt, review, negotiation, execution, amendment, and closure of contracts and in accordance with institutional policies and procedures. The Research Contracts Specialist will assist with these tasks through: Preparing and issuing amendments and No-Cost extensions to sponsored research agreements – — Under the supervision of the Research Contracts Manager, prepare and issue amendments, including no-cost extensions, to incoming sponsored research agreements Issue spotting in incoming foundation sponsored research awards Serve as first-line reviewer for incoming awards from foundations. Refer any contractual provisions that require further review to the Research Contracts Manager Assisting Research Contracts Manager in Building Infrastructure around Non-Monetary Research Agreements (NDAs, DUAs, MTAs, Collaboration Agreements) Assist Research Contracts Manager in developing processes and procedures for review and administration of non-monetary research related agreements, including partnering with other administrative offices as needed Other Job functions: Participate in weekly staff meetings Participate in ongoing training and professional development offeringsSupport process improvement and community training activities in areas of responsibility in OG&C
Minimum Qualifications:	Formal Education Bachelor’s degree Work Experience 2-3 years prior experience working in subcontracting or other research administration areas. Work Skills (e.g., written and verbal communication skills) Excellent communication skills Highly organized and detail oriented Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area) Excellent command of common office software (MS Word, Excel, Teams, PowerBI) Familiarity with enterprise software such as Concur, Cayuse, Banner
Preferred Qualifications:	Formal Education Bachelor’s degree Work Experience 2-3 years prior experience working in subcontracting or other research administration areas. Previous experience working in Higher Ed or other non-profit Work Skills (e.g., written and verbal communication skills) Excellent communication skills Highly organized and detail oriented Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area) Excellent command of common office software (MS Word, Excel, Teams, PowerBI) Familiarity with enterprise software such as Concur, Cayuse, Skill in developing online materials Other Familiarity with uniform guidance cost principles a plus
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date:
Closing Date (11:59pm ET):
Salary Posting Information:	Commensurate with experience.
Salary Band:	H
Job Classification:	exempt

References Needed

References Needed

Minimum Number of References Needed	3
Maximum Number of References Needed	3

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