Senior Grants and Contracts Administrator

POSITION TITLE: Senior Grants and Contracts Administrator

DEPARTMENT/PROGRAM: Finance and Administration 

REPORTS TO: Director, Sponsored Programs

STATUS: Full-time, Exempt

LOCATION: Washington, DC preferred (hybrid); other states considered: AK, CA, FL, MD, OR, TX, VA, WA, WV

ABOUT OCEAN CONSERVANCY

Ocean Conservancy works to protect the ocean from today’s greatest global challenges. Together with our partners, we create evidence-based solutions for a healthy ocean and the wildlife and communities that depend on it.

POSITION SUMMARY

The Senior Grants and Contracts Administrator (Sr. G&C Administrator) oversees Ocean Conservancy’s Marine Debris Removal (MDR) program, funded by the latest MDR award from the National Oceanic and Atmospheric Administration (NOAA). Within this multiyear, multimillion-dollar agreement, the Sr. G&C Administrator will provide cradle-to-grave compliance support for a portfolio of assistance and acquisition awards (subgrants and contracts) that might include other funding sources to be used as a match. This term-designated position is subject to funding availability, currently expected to last four years.

The Sr. G&C Administrator, working under limited supervision of the Director, Sponsored Programs and in close collaboration with key program, operations and development staff, is responsible for the administration, execution, extension and termination of various subgrants and contracts of the cooperative agreement. They will serve as a subject-matter expert in legal compliance matters, interpreting regulations, policies and requirements to provide compliance oversight and guidance to staff and subgrantees, applying their expertise in grants and contracts management to mitigate risk. Their activities will expand throughout the full cycle of the cooperative agreement, from announcements and negotiations of subgrants and contracts to activities monitoring and agreements closeout.

PRIMARY RESPONSIBILITIES

• Manage the full cycle of subgrants and contracts administration for the Large Marine Debris Removal cooperative agreement, developing standardized procedures for this award in collaboration with development, operations and program staff.
• Establish and maintain effective working relationships with colleagues and partners, focusing on finding solutions and delivering on program expectations.
• Serve as the Large Marine Debris Removal cooperative agreement point of contact for subaward and contracts management, tracking project deliverables from Ocean Conservancy and sub awardees, collecting progress reports, reviewing financial reports, following up with sub awardees and contractors as appropriate, and ensuring full compliance with the requirements of the cooperative agreement and internal policies and practices.
• Support colleagues in the program teams to ensure that procurement processes are cost-effective, efficiently designed, and in compliance with donor regulations, providing leadership in cost principles compliance, fiscal management and, as applicable, audit preparation.
• Ensure appropriate tracking systems (finance system, timekeeping system, etc.) are updated in a timely fashion to reflect the most complete and accurate data and information.
• Assist staff with soliciting subgrants and contracts, developing materials for Requests for Proposals (RFPs), managing subgrants and subcontract opportunities announcements and providing compliance expertise during risk assessments and selection process.
• Lead the process of subgrants and contract execution, assisting with negotiating terms and conditions to support Ocean Conservancy’s mission and best interests and serving as the regulatory subject-matter expert related to compliance with federal funding.
• Collect subgrantees’ technical and financial reports, review financial reports, and coordinate review of the programmatic content with program colleagues. Monitor subgrants and contracts for compliance with the cooperative agreement and Ocean Conservancy policies and procedures.
• As appropriate and necessary, ensure that subgrantees receive guidance and technical assistance on subgrant compliance issues, such as activity monitoring, financial reporting requirements, audit reports and procurement.
• Manage legal review of agreements and ensure all necessary signatures are in place and