Subcontracts Administrator (Grants and Contracts Office)

About Urban Institute: The Urban Institute is a research-to-impact institution founded on one simple idea: To improve lives and strengthen communities, we need practices and policies that work. From advancing well-being to fostering shared prosperity, leaders across sectors are working every day to create brighter futures for all people and communities. For more than 50 years, Urban has delivered evidence and solutions that drive meaningful change, and this remains our charge today. Our Mission To drive impact by equipping changemakers with evidence and solutions. Our Values Collaboration, Fairness, Inclusivity, Independence, and Integrity For more information on the Urban Institute, please visit The Opportunity: The Urban Institute’s Grants and Contracts Office (GC) is seeking a Subcontracts Administrator (Step 3/Grants & Contracts) to join our subaward and procurement team. Urban’s grants and contracts office provides comprehensive compliance support throughout the entire award lifecycle -- from proposal review to award negotiation, to issuing and negotiating third‑party agreements and facilitating award closeout. The office primarily supports research funded by private foundations, as well as federal, state, and local governments. In addition, the Grants and Contracts Office manages and oversees Urban’s award portfolio to mitigate risk, ensure compliance, support new business growth and empower project success through best practices in award administration. What You’ll Do: Provide support throughout the full award lifecycle for third party agreements; pre‑award activities may include assisting with the review of prime award funding announcements and RFPs to develop compliant subrecipient and/or subcontractor packages aligned with program objectives and Urban policies, including required flow‑down terms and conditions. Conduct due diligence reviews of potential vendors and partners; and review supporting documentation for contractual, budgetary, organizational and compliance considerations. With support from senior staff, draft, negotiate, and administer agreements with nonprofit organizations, universities, commercial businesses, and state and local government entities. Ensure agreements are consistent with client requirements, procurement policies and procedures, and internal guidelines, and maintain auditable procurement and grant files. Support the identification and resolution of sub‑agreement implementation issues with contractual or business implications by providing recommendations to mitigate risk. Work under senior team staff to assess project‑specific procurement and subaward (assistance) requirements, identify compliance considerations, and support the implementation of required flow‑down provisions. Support the preparation, timely submission, and tracking of required compliance reporting (e.g. FFATA, ISRs, SSRs, SCA); may assist with small business subcontracting plan requirements for applicable federal bids. Assist in overseeing the maintenance and accuracy of third‑party agreement data in Urban‑wide management systems, including JAMIS Prime and Salesforce. Work in Salesforce to manage third‑party agreement requests from research division teams and support internal stakeholders throughout the sub‑agreement process to ensure timely completion of actions, such as extensions and closeouts. Who You Are: The successful candidate will have: Bachelor’s Degree with 2-4 years of progressively responsible experience in grants and/or contracts administration, or a documented combination of education and experience that provides an equivalent foundation. Hands‑on experience and working knowledge of U.S. Federal requirements related to grants and cooperative agreements, including 2 CFR 200 (Uniform Guidance). Experience with federal contracts and the FAR is preferred. Experience with foundation‑funded and/or state and local awards is a plus. Demonstrated knowledge of common award instruments, including cost‑reimbursement, fixed amount, fixed price, and time and materials. Experience supporting routine sub‑agreement negotiations, including developing pre‑negotiation positions, assessing options and trade‑offs under supervisory guidance, making informed recommendations, and escalating issues as appropriate. Strong attention to detail, with well‑developed organizational, analytical, and problem‑solving skills, and the ability to work both independently and collaboratively. Ability to independently manage changing priorities and multitask in a dynamic work environment. Experience applying diplomatic skills to manage varied internal and external relationships while maintaining organizational confidentiality. Strong written and oral communication skills, along with solid computer proficiency including effective use of Microsoft Office—particularly Excel and Word—and Adobe Acrobat Pro. Experience with Salesforce preferred; experience with JAMIS Prime a plus. Applications must include all of the following: Resume Cover letter highlighting specific experience relevant to the key responsibilities and describing how your skills align with what we’re seeking. The recruitment process for the selected candidates is as follows: Phone screen Virtual panel interviews, if selected to proceed Note: While candidates in the Washington, DC metropolitan area are preferred, we also welcome remote applicants. DC‑area candidates are not required to work fully onsite and may opt for a hybrid schedule. What You’ll Experience: No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. We are committed to working in a manner defined by our mission and values. Urban’s greatest asset is our people. The target salary range for this position is Min $74,791 – Mid $91,632 – Max $108,474. Salary offered is commensurate with experience and considers internal comparisons. Salaries are just one component of Urban Institute’s total compensation package. Urban is committed to supporting our staff’s physical, emotional, and financial well‑being through a robust benefits package for yourself, eligible dependents, and domestic partners. It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs. The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union‑represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations. The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary. The Urban Institute is an equal opportunity employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law. We are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources at View email address on click.appcast.io. Reasonable accommodation requests are considered on a case‑by‑case basis. #J-18808-Ljbffr