The Senior Subcontracts Analyst is part of Sponsored Programs Administration (SPA) at Vanderbilt University and is a key individual contributor responsible for supporting all departments and faculty researchers with the administration of both incoming and outgoing subcontracts. This position involves generating outgoing and reviewing incoming subcontracts and coordinating of execution of said subcontracts. Reporting directly to the Associate Director for Contracts & Subawards, the Senior Subcontracts Analyst serves as liaison/customer service representative between departmental staff, faculty and sponsors. The Senior Subcontracts Analyst will, first and foremost, draft and review both incoming and outgoing subcontracts. This involves high attention to detail along with the ability to interpret sponsor guidelines and policies and other ad hoc problem solving.

This position is integral in assisting with training on subcontract processes, both internally to Sponsored Programs Administration (including onboarding new hires) and externally to partners around campus, all in an effort to increase the customer service level in SPA. This position will also assist in updating subcontracting procedures for legal compliance, as well as systems changes and integrations. This position is responsible for staying abreast of all new requirements and updated templates required for Vanderbilt’s continued membership in the Federal Demonstration Partnership (FDP), which is imperative for the success of the SPA’s subcontract functions.

Sponsored Programs Administration (SPA) supports and advocates the University’s mission through leadership and expertise ensuring compliance with relevant regulations. SPA serves as a central resource providing guidance and stewardship by supporting the entire research community. SPA processes proposals and negotiates grants, contracts and other agreements. SPA values and promotes integrity, innovation, knowledge, collaboration and effectiveness.

Duties and Responsibilities

• Trains all newly hired Sponsored Programs Administration hires on subcontract-related activities.

• Creates, implements, and revises internal training procedures on subcontract-related activities.

• Keep the SPA team and broader campus community updated with any sponsor or regulatory changes that affect the university as a whole by disseminating information through current avenues (webinars, trainings, listserv, etc.) and working with the Training Manager on creating and internal and university-wide training.

• Helps develop and/or present training on subcontract processes, both internally to Sponsored Programs Administration and externally to partners around campus.

• Meets individually with other subcontracts analysts regularly to help with questions that arise and determines which issues need to be elevated outside of the subcontracts team.

• Accurately assesses information and is detail oriented in the creation and review of subcontracts, particularly the more complex ones. Considers the long-term implications of actions today and advises employees appropriately.

• Review and sign subcontract agreements on behalf of the University.

• Regularly collaborates with other parties, both departmental and outside of Vanderbilt, related to the status of subcontracts, as well as any edits that need to occur.

• With a high level of autonomy, manages time, activities and outcomes well so that progress stays on track, including during high workload periods.

• Maintains highly organized and detailed files, reviewing closely with an eye toward catching mistakes (particularly related to budgets and periods of performance).

• Maintains a high level of expertise in the file management system used by Vanderbilt for subcontracts, including any future system changes.

• Provides outstanding customer service, assuming positive intent in others.

• Serves as Vanderbilt University’s administrative officer in the Federal Demonstration Partnership. Uses excellent professional judgment in escalating issues for additional review by management.

• Assists in updating subcontracting procedures for legal compliance, as well as system changes and integrations.

Qualifications

• An Associate’s degree plus two years’ relevant experience is necessary.

• A Bachelor’s degree is strongly preferred.

• Competency with, outlook, excel, Microsoft Office Suite, is necessary.

• Experience in an office environment is necessary.

• VERA, Oracle, and various other internal Vanderbilt systems knowledge is preferred.

• Vanderbilt University experience is strongly preferred.

• Exceptional customer service skills are required.

• Strong written and oral communication skills are required.

Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.