Contracts and Proposals Specialist

Position Title: Contracts & Proposals Specialist

Reports to: Contracts & Proposals Manager

Job Description:

The Institute for Advanced Composites Manufacturing Innovation, or IACMI ‐ The Composites Institute managed by Collaborative Composite Solutions Corporation is one of sixteen Manufacturing USA innovation institutes created to secure U.S. global leadership in advanced manufacturing. IACMI is a national leader and collaborative partner for advanced composites design, manufacturing, technical innovation, and workforce solutions. Established in 2015 by the U.S. Department of Energy, IACMI brings together member organizations from manufacturers and industry partners of all sizes, academic institutions, and government agencies to grow the production capacity of composites, strengthen U.S. manufacturing competitiveness, elevate workforce training and job creation across the U.S. composite industry, and collaborate on major research and development projects relevant to the industry.

We are seeking a Contracts & Proposals Specialist at our headquarters in Knoxville, TN to provide support to the Contracts & Proposals Manager. This would be mostly a remote position with the exception of travel to the corporate office in Knoxville quarterly and to various IACMI events. This is a new position supporting various awards mainly under the Department of War and Department of Energy. Some of our projects are exceptionally large, highly complex and require a great deal of detail in the management of contracts and coordination with the Principal Investigator (PI), IACMI staff and the many sub-recipients. The primary function of the position is to perform duties related to end-to-end contract lifecycle management and administering sub-recipient agreements. This individual should have strong contract management skills, be an effective communicator, strong understanding of subcontractor budgets, and have applicable experience at a research university or institution and/or applicable government contracting experience. The ideal candidate will be a team player who is organized, skilled with time management, and able to adapt to various environments and deliverables. The individual should also be highly driven, proactive, goal‐oriented, and self‐motivated to join our “small but mighty” team. This position will collaborate closely with IACMI project management, workforce, project finance, and other operational team.

Responsibilties:

• Coordinate with stakeholders (e.g., Legal Counsel, Program Management, Workforce Development teams, etc.) to draft, review, and negotiate agreements, subcontracts, purchase orders, and amendments with universities, laboratories, non-profits, and commercial partners, ensuring accuracy, completeness, and alignment with prime award terms
• Assist the Contracts and Proposal Manager with creating and maintaining standard templates for agreements, subawards, purchase orders, and amendments.
• Manage lifecycle activities for agreements, subcontracts, and purchase orders: compliance confirmations, option exercises, amendments, terminations, and records retention
• Evaluate allowability of costs and ensure compliance with the cooperative agreement terms and conditions, Federal OMB Uniform Guidance, and IACMI policies
• Maintain pro-active, positive communication with diverse stakeholders across multiple states, including administrative and technical points of contacts for sub-recipients
• Collaborate with the Workforce Development teams on subcontracting requirements and prioritization
• Initiate and lead meetings with team members as needed to address contractual priorities and issues
• Provide contractual updates and insights during project meetings and staff meetings
• Use partner budgets to prepare Excel budget summaries for use in drafting agreements and subcontract
• Review proposed redlines to determine acceptability and provide alternative compliant language when necessary
• Consult with legal counsel as questions arise regarding terms, conditions, or regulatory interpretation
• Apply legal knowledge of non-profit entities to complete organization-specific documents required to be submitted for projects and proposals, making sure forms are accurate and legally compliant
• Prepare, review, and manage headquarters contracts related to facilities, operations, and related functions
• Draft and manage facility use agreements for Innovation South tenant leases
• Conduct research on legal concepts relevant to contracts, organization-specific documents, and project/proposal requirements
• Support the implementation, adoption, and ongoing management of the contract management system
• Utilize available management and/or organization systems (e.g., , SharePoint) to track and manage agreements, subcontracts, and purchase orders
• Assist the Contracts and Proposal Manager with gathering proposal documents, coordinating proposal schedules, ensuring timely submission of all required materials
• Perform other duties as assigned

Qualifications:

·       Bachelor's Degree in business, pre-law, contract management, or related field preferred

·       Three years of post-award sponsored grants and subcontracts administration, preferably at a comprehensive research university, institution, or government contractor entity

·       Three or more years of experience negotiating contracts and agreements

·       Certified Research Administrator, Certified Federal Contract Manager, or Certified Professional Contract Manager is a plus

·       Knowledge of Federal OMB Uniform Guidance, Federal Acquisition Regulations, and granting agency requirements, and the ability to interpret federal terms and conditions

·       Familiarity with DOE and DOW contracts and/or cooperative agreements or other federal agencies preferred

·       Ability to collaborate and work effectively on a project team in a remote environment

·       Demonstrated planning, scheduling, organizing, and management skills and the ability to coordinate many projects simultaneously and meet deadlines

·       Knowledge of research administration issues, including financial management, and the ability to interpret and communicate federal, state, and local laws and regulations related to research administration operations, policies, and procedures

·       Experience using a contract management system preferred

·       Ability to prioritize and manage a high-volume of complex projects simultaneously to meet constant deadlines in a fast-paced environment with changing priorities

·       Ability to be detail-oriented with strong organizational and problem-solving skills

·       Ability to interpret and craft contractual terms and conditions

·       Ability to negotiate contracts, agreements, and subawards

·       Ability to communicate effectively, including active listening skills, plus the ability to work with a diverse group of faculty, staff, administrators, and other stakeholders

·       Excellent customer service skills, including the ability to interface with all levels of employees, customers, officials, and sub-recipient personnel

·       Knowledge of subawards/subcontracts

·       Knowledge of Excel and proficiency in using Teams, Word, Outlook, and PowerPoint required

·       Ability to maintain confidentiality of contractual, financial, personnel, and privileged documents and communication

·       Enthusiasm for IACMI’s mission to engage, support, and elevate members of our community

·       Ability to work independently while following directives and compliance considerations

·       Highly driven, proactive, results‐oriented, and a strong sense of urgency in driving to reach goals

·       Problem‐solver with proven ability to take initiative

·       Technical aptitude and able to adapt quickly to learning various software applications and tools

·       Valid US driver’s license required

·       Must be able to sit for long periods of time

·       Travel at least 5% of the time with overnight stays

Benefits:

·       Comprehensive benefits package, including 401(k), medical, dental, vision, term life, AD&D, short-term disability, and long-term disability insurance

·       Generous paid time off and flexible work arrangements

·       Professional development opportunities

CCS is committed to equal employment opportunity and to maintaining a workplace free from unlawful discrimination and harassment. CCS does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. In accordance with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), CCS provides reasonable accommodations to qualified applicants and employees with disabilities and to qualified applicants and employees with known limitations related to pregnancy, childbirth, or related medical conditions, unless doing so would impose an undue hardship. Applicants needing assistance or accommodation during the application or hiring process may contact Human Resources at