Responsible for maintaining oversight of the Office of Contracts and Grants’ (OCG) contract administration and proposal review and approval systems. Ensures business administration activities and processes from award through close-out are carried out by OCG contract specialists consistently and in accordance with policy and procedure. Ensures National Academy of Sciences (NAS) proposals are reviewed timely by OCG contract specialists consistently and in accordance with policy and procedure. Monitors service levels metrics and provides data to management on a regular basis. Maintains the cost estimating system including updating cost estimating templates, ensures that cost narratives and notes accurately reflect NAS requirements, policies and procedures and acts as a liaison to agency and DCAA personnel to answer cost estimating inquiries. Works closely with contract managers within OCG to ensure appropriate engagement and awareness on contract and proposal actions. Maintains training and resource materials including sponsor websites and preferred practices. Spearheads training and technology initiatives aimed at enhancing contract administration and proposal services for both unit based program staff and Office of the Chief Financial Officer staff. Has supervisory responsibility for team of contract specialists.
ESSENTIAL JOB DUTIES:
1. Maintains and enforces contract administration and proposal review policy and procedures. Suggests process improvements to manage risk and promote efficiency.
2. Promotes consistency of process and data and record integrity for OCFO systems and reports. Ensures that appropriate contract and proposal files are maintained including record of approvals.
3. Provides standard reports to measure activities of the department against key performance indicators and in compliance with agreed upon service level agreements. Interacts with staff to troubleshoot workflow problems.
4. Maintains requirements for NAS’ cost estimating system. Serves as point-of-contact and liaison for agency and DCAA inquiries.
5. Develops and integrates contract administration tools, templates, methods, and processes required to support contract operations.
6. Supervises team of contract specialists who perform contract administration and proposal review duties including review of proposals for adequacy and completeness, processing of awards and modifications, maintenance of files and approval records.
7. Provides leadership and mentors employees. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions.
8. Represents the Academies to our sponsors and has significant internal liaison responsibilities to both staff and management.
NONESSENTIAL JOB DUTIES
Related duties as required.
Special projects as assigned.
Required Knowledge, Skills, and Abilities: Knowledge of Federal Acquisition Regulations (FAR), Office of Management and Budget Uniform Guidance and Cost Accounting Standards. Ability to communicate budget and cost estimating issues in simple, understandable terms. Knowledge of government contracting RFP and proposal process and grant announcement and application processes. Must be skilled in analyzing proposal budgets to ensure compliance to institutional policy, sponsor specifications, and other requirements. Ability to solve business administration issues of substantial variety and complexity using originality and ingenuity. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies’ departments. Ability to train and develop staff. Ability to work successfully in a team environment and to form and maintain effective teams. Demonstrated ability to work independently, assess priorities, and manage a variety of activities across a broad spectrum with attention to detail. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: Bachelor’s Degree in Business Administration or related field or equivalent knowledge.
Minimum Experience: Five years of related professional experience, two of which were in a supervisory capacity.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls:Reports to Manager or Director. General direction is provided. Supervises assigned staff.
Work Environment: Office environment with occasional travel between National Academies’ facilities.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Internal Number: R0001028
About The National Academies of Sciences, Engineering, and Medicine
The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society.