Subrecipient and Post-Award Specialist

American University; United States; Hybrid; USD 70,000 - 75,000; Full time

Job summary

American University in Washington, DC, seeks a Subrecipient & Post-Award Specialist to manage grant-related third-party agreements, subawards, PSAs, and sponsored consulting agreements. You will ensure compliance with sponsor terms, federal regulations, and AU policies and coordinate with Procurement and Legal.

The role reports to the Senior Manager of Grants & Contracts, works with faculty and central offices, and maintains audit-ready records while supporting risk management and professional

Qualifications

• Bachelor's degree or equivalent with 2–4 years in contract or subaward administration.
• Strong organizational skills and attention to detail for audit-ready documentation.
• Excellent written and verbal communication across university partners.
• Experience with post-award or third-party agreements in a regulated setting.

Responsibilities

• Create, execute, and administer subawards, PSAs, and related agreements.
• Ensure sponsor terms, regulatory requirements, and AU policies flow down properly.
• Coordinate with faculty, Procurement, Legal, Risk and other offices to resolve issues.
• Maintain audit-ready institutional records and support subrecipient monitoring.

Skills

Communication

Attention to detail

Data analysis

Independent work

Cross-functional collaboration

Education

Bachelor's degree or equivalent

Master's degree

Tools

Workday

Cayuse

Job description

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.

Job Summary

Department: SO000016 Time Type: Full time Job Type: Regular FLSA Status: Exempt Work Modality: Hybrid 02 (On Campus 2 days/Week) Union: SEIU Local 500 - Provost & Enrollment Division. This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description

Summary: This position provides specialized post-award administrative support for the institutional management of subawards and other grant-related third-party agreements associated with a designated subset of externally funded research, education, service, training, and other sponsored programs. This includes subawards, Sponsored Consulting Agreements, and grant-related Professional Services Agreements (PSAs) for which American University is the issuing party. The Subrecipient & Post-Award Specialist serves as the institutional authority for the preparation, coordination, and ongoing administration of these agreements within American University’s systems of record, including responsibility for enforcing contractual compliance and institutional subrecipient monitoring requirements. Operating under the functional guidance of and reporting to a designated Senior Manager of Grants & Contracts, the Subrecipient & Post-Award Specialist ensures that all grant-related third-party agreements comply with sponsor requirements, federal regulations, and AU policies and are prepared and routed for institutional review and execution by designated Authorized Organizational Representatives (AORs). The role works in close partnership with Procurement and Legal to ensure contractual integrity, regulatory flow-down, institutional alignment, and audit-ready subrecipient records across all grant-funded third-party agreements.

Essential Functions

• Grant-Related Third-Party Agreement AdministrationServes as the institutional authority for the creation, execution, and ongoing administration of a designated set of grant-related third-party agreements for which American University is the issuing party, including subawards, Sponsored Consulting Agreements, and grant-related Professional Services Agreements (PSAs). Creates, executes, and administers subawards and subaward amendments in accordance with sponsor requirements, federal regulations, and AU policies. Creates, executes, and administers grant-related Professional Services Agreements (PSAs) and Sponsored Consulting Agreements associated with externally funded projects. Establishes and maintains supplier contracts and related records for all grant-related third-party agreements in AU’s systems of record. Ensures appropriate flow-down of sponsor terms, regulatory requirements, and institutional policies into all grant-related third-party agreements. Processes modifications, extensions, and closeout actions for all grant-related third-party agreements. Serves as the primary ORSA point of contact for contractual and administrative matters related to grant-funded third-party agreements. Coordinates with faculty, unit administrators, Procurement, Legal, Risk, and other offices to resolve contractual or system-related issues. Maintains accurate, complete, and audit-ready institutional records for all grant-related third-party agreements. Identifies nonstandard, complex, or high-risk third-party agreement issues and escalates them to the Senior Manager for institutional review and resolution.
• Subrecipient Risk Management & Compliance ReviewLeads institutional subrecipient risk management and compliance review functions in accordance with federal regulations, sponsor requirements, and AU policies. Implements and enforces institutional subrecipient monitoring requirements under Uniform Guidance and sponsor policies. Conducts subrecipient risk assessments and supports risk-based classification and monitoring levels. Tracks required subrecipient certifications, audit documentation, and compliance attestations. Maintains institutional records related to subrecipient risk determinations and monitoring activities. Coordinates follow-up on missing, late, or noncompliant subrecipient documentation and escalates concerns as appropriate. Supports audits, sponsor reviews, and internal monitoring activities related to subrecipient compliance. Collaborates with Senior Managers, faculty, unit administrators, and central offices to resolve subrecipient compliance issues.
• Outreach, Training & Professional DevelopmentParticipates in research administration training programs for the University community. This includes attending quarterly grant roundtable meetings and department meetings and participating in the University Research Administrator Certification Training program. Remains up-to-date with all University, federal and funder financial and budgetary guidelines related to externally funded grants and contracts.
• Additional DutiesAdditional responsibilities as assigned or requested by the Vice Provost for Research and Innovation, Director of Sponsored Awards, or Associate Director of Sponsored Awards.

Competencies

• Serving Customers.
• Making Accurate Judgments and Decisions.
• Acquiring and Analyzing Information.
• Supporting Coworkers.

Position Type/Expected Hours of Work: Full-time. 35 hours per week.

Salary Range: $70,000.00 - $75,000.00 annually.

Required Education and Experience

Bachelor's degree or equivalent. 2 - 4 years of relevant experience in contract administration, subaward administration, procurement, or a closely related field, with demonstrated responsibility for post-award or third-party agreement functions in a professional environment, including familiarity with contract terms, modifications, and closeout processes. Demonstrated ability to apply institutional policies and sponsor requirements to real-world contract and compliance scenarios with a high degree of accuracy and attention to detail. Evidence of strong organizational and time management skills, including the ability to manage multiple concurrent actions, track status, meet deadlines, and maintain audit-ready documentation. Strong technical aptitude, including the ability to work with data, contracts, and system records in a highly regulated environment. Excellent written and verbal communication skills, including the ability to communicate effectively with faculty, administrators, Procurement, Legal, and external partners. Demonstrated ability to work independently with minimal supervision while collaborating effectively with cross-functional teams across the institution.

Preferred Education and Experience

Master's degree. Experience in higher education. 3 - 5 years of relevant experience in sponsored research administration, contract administration, subaward administration, procurement, or a closely related field, with demonstrated responsibility for post-award or third-party agreement functions in a research or higher education environment. Demonstrated experience in the preparation, administration, or coordination of subawards, third-party agreements, or grant-related contracts, including familiarity with contract terms, modifications, and closeout processes. Working knowledge of governing regulations related to sponsored projects and subawards, including OMB Uniform Guidance (2 CFR 200) and, as applicable, the Federal Acquisition Regulations (FAR). Experience working with enterprise systems related to sponsored research, procurement, or finance (e.g., Workday, Cayuse, or comparable platforms) and the ability to reconcile and maintain accurate records across multiple systems.

Additional Eligibility Qualifications

Knowledge of academic institutions and the federal government environment. Exhibits special aptitude for critical and analytical thought, project conceptualization and examination of compliance, legal, and research issues. Demonstrated ability to maintain collegial and collaborative working relationships with faculty and staff; ability to relate to faculty member’s projects and research interests on a professional level.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits AU offers a competitive benefits package.

Other Details Hiring offers for this position are contingent on successful completion of a background check. Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university. Other Duties: Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

American University is an E-Verify employer.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

American University is a student centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world.