City of Hope Grants & Contracts Administrator - Subcontracts in Monrovia, California

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Requisition 12976

Grants and Contracts Administrator - Subcontracts

Position Summary:

We have an immediate need for a Grants and Contracts Administrator - Subcontracts in the Office of Sponsored Research at City of Hope. Under minimal supervision of the Director, and in full collaboration with other Office of Sponsored Research (OSR) professional staff, this position is responsible for a number of administrative activities related to the pre- and post-award management of extramurally sponsored research †especially (though not exclusively) as it relates to sub recipient management and monitoring. Specific duties include the preparation, negotiation and execution of outgoing sub awards and other agreements under grants and contracts awarded to City of Hope (COH); setup of purchase orders (POs) and subcontractor accounts in COH’s electronic systems; working with PIs and department administrators to gather necessary documentation for the issuance of sub awards and to communicate requirements and deliverables associated with each outgoing award; liaising with COH Office of General Counsel to obtain legal advice as needed during contract negotiations; maintaining sub award template documents and databases; and managing reporting to federal (including Federal Funding Accountability and Transparency Act reporting) and non-federal sponsors. Over time, this position will expand to include responsibility for incoming sub awards and may involve the potential for cross-training in award setup, proposal review, and award negotiations, especially during periods of high volume activity in the office. This position will participate in all functions of the office, including review and development of standard operating procedures, and presentations/trainings to Business Managers and other administrative personnel.

Essential Functions:

Outgoing sub award administration. Working cooperatively with the other members of the OSR team, Business Managers, and Office of General Counsel, this position will develop, negotiate and execute outgoing sub awards and other agreements. This includes:

  • Drafting subcontracts from standard templates, and incorporating appropriate flow-down terms and conditions from prime award.
  • Compiling and reviewing all subcontract documentation (internal request form, budget, scope of work, sanction checks, sub recipient audit results, etc.) necessary to issue sub award.
  • Conduct sub recipient risk assessments and maintain database of assessments.
  • Assuring that principal investigator (PI) and department administrators have approved the terms and language of the agreement.
  • Requesting POs and inputting data and documents into COH’s electronic systems; communicating document numbers externally to sub recipients and internally to department administration.
  • Holding primary responsibility for sub award reporting including monthly FFATA reporting.
  • Keeping abreast of changing subcontracting policies and regulations and refining internal procedures overtime as needed.

Incoming sub award administration. Working cooperatively with the other members of the OSR team, Business Managers, and Office of General Counsel, this position will review, negotiate and execute incoming sub awards and other agreements. This includes:

  • Reviewing incoming sub award agreement terms and conditions, starting with simpler awards (FDP templates, etc.) and working toward more complex agreements.
  • Assuring that principal investigator (PI) and department administrators have approved the terms and language of the agreement; collecting revised documents (e.g., budgets, scopes of work, etc. as needed).
  • Inputting award information into COH electronic systems and ensuring proper hand off for award setup.

Post-award Administration †Award Setup (as needed and availability permits)

  • Upon receipt of a fully executed notice of award, thoroughly reviews award documents including all terms and conditions. Highlights for the PI and department any out of the ordinary requirements or conditions and initiates the award set up checklist.
  • Collects all necessary documentation (internal Protocol Costing Maintenance Form, detailed budget, regulatory approvals, etc.) in order to setup the chart string to allow spending to begin.
  • During the life of the award, processes changes to the account (extensions, additional funding, etc.) as needed and as approved by the sponsor.
  • Maintains paper and electronic award files during award setup and throughout the life of the project.

Proposal Review and Submission (as needed and as availability permits). During peak periods, this position may assist in the review of federal and non-federal grant proposals prior to submission to the sponsoring agency. This includes:

  • Reviewing grant proposals for adherence to individual Sponsor requirements and consistency with City of Hope institutional and department policies; working with PIs, administrative staff, and other internal stakeholders to resolve issues and ensure timely submission.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:

  1. Communication - Expresses ideas clearly and constructively (written and spoken, upward and downward, one-on-one and with groups).
  2. Customer Service - Seeks to understand customer needs and works to exceed customer expectations (internal and external).
  3. Initiative - Looks for opportunities to improve performance; manages time, work, and relationships effectively and efficiently.
  4. Professionalism - Treats others with respect; abides by the institutional values; displays a positive and cooperative attitude; adheres to the workplace Code of Conduct and compliance policies.
  5. Stewardship - Identifies efficiencies to reduce redundancy and/or elimination of tasks resulting in savings of cost, resources, and or/time.
  6. Teamwork - Works proactively and collaboratively with others to streamline work and achieve mutual goals.

Position Qualifications:

Minimum Education:

  • Bachelor’s degree, with 3-5 years increasingly responsible experience, preferably in research/grant administration.

Minimum Experience:

  • 2-3 years of experience in sponsored research administration, with some experience working with subcontractors. Preferred direct experience issuing subcontracts.

Pref. Certification/Licensure:

  • Certified Research Administrator desired but not required

Preferred Experience:

  • Research administration including working knowledge of the Uniform Guidance and NIH Grants Policy Statement


  • Excellent interpersonal skills; ability to work as a member of a team
  • Excellent organizational and priority setting skills
  • Excellent verbal and written communication skills
  • Tact
  • Strong team mentality
  • Able to work with multiple deadlines and detailed work
  • Excellent analytical abilities


  • MS Office including Word, Excel, Access, Outlook; experience working in a grant management electronic system (InfoEd, etc.)


  • PC

Working / Environmental Conditions:

  • Client service focused, fast paced, deadline driven, frequent interruptions

Physical Demands:

  • Occasional lifting of less than 25 lbs.
  • Sitting, some stooping to access file cabinets

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.