Job Details

University of San Diego
  • Position Number: 3888199
  • Location: San Diego, CA
  • Position Type: Sponsored Programs, Grants, and Contracts

Contract Manager

Posting #: 4481

Department Description:
The Office of Sponsored Programs at USD partners with faculty, administrators, and graduate students to provide a variety of pre-award services for externally-funded projects.

These services include concept development and identification of potential extramural funding sources, proposal and budget preparation, and the submission of innovative, high-quality, competitive proposals. Our team is committed to providing quality service and support to the university community.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.

Detailed Description:
Under the general supervision of the Director of the Office of Sponsored Programs, the Contract Manager is responsible for contract administration from pre-award through close-out. Responsibilities include: assisting faculty and staff with proposal preparation, award administration and compliance issues; serving as the primary liaison between the University and extramural sponsors for assigned departments; reviewing and endorsing extramural cooperative agreement, contract, subcontract, and service agreement proposals; negotiating cooperative agreements, contracts, subcontracts and service agreements on behalf of the University; coordinating the acceptance of awards containing non-standard terms; coordinating approval processes for pre-award and post-award actions and approving such actions within delegated authority; preparing and negotiating sub-agreements and independent contractor agreements, and monitoring recipients to ensure compliance with prime award terms and conditions.
Duties and Responsibilities:

  • Collaborate with faculty and staff to develop cooperative agreement, contract, subcontract and service agreement proposals to for-profit, non-profit, federal, state and local government sponsors (e.g., interpret federal and state regulations and University policy, sponsors proposal instructions and policies.)
  • Provide training and guidance to faculty and staff on the use of University and sponsor electronic research administration systems.
  • Conduct cooperative agreement, contract, subcontract and service agreement proposal reviews for compliance with applicable federal and state laws and regulations, USD policies and procedures, and sponsor policies. Identify areas of risk and/or concern and provide consultative services to faculty and staff on resolution of these areas prior to proposal endorsement.
  • Review, analyze, and negotiate award terms and conditions.
  • Determine the necessity for, and coordinate, legal reviews of grants, cooperative agreements, contracts, subcontracts and service agreements.
  • Secure the concurrence of the principal investigator and other University offices, as appropriate, prior to accepting awards with non-standard terms and conditions. Advise all concerned parties of their responsibilities in meeting special or unusual award requirements.
  • Analyze and confirm award activities have been reviewed and approved by any appropriate regulatory committees.
  • Ensure conflict of interest review has been conducted in accordance with established policies and procedures.

  • Coordinate campus award acceptance activities and disseminate award information to the campus.
  • Prepare and negotiate terms and conditions with sub-recipients or collaborating parties under USD prime awards.
  • Prepare and monitor subcontractor risk assessment and coordinate with leadership notification of risk level.
  • Monitor subcontracts and independent contractor agreements for compliance, including financial responsibility, federal-wide assurance needs, and applicable regulatory committee approvals.
  • Analyze, coordinate and approve requests for prior approval of post award changes and actions.
  • Interpret sponsor approval requirements, policies, federal regulations, state statues and University policy related to the management and administration of extramural awards.
  • Work collaboratively with Accounting to resolve issues related to post-award financial terms and conditions.
  • Review, coordinate and negotiate award modifications.
  • Analyze and respond to needs for modifications to subcontracts and independent contractor agreements.
  • Assist PIs, staff and administrators in solving project administrative problems and issues.
  • Review and endorse correspondence to sponsors.
  • Coordinate the timely submission of final reports and other required deliverables.

  • Provide comments on University-wide and sponsor policies prior to implementation or promulgation.
  • Work with the OSP team to implement campus-wide educational and training programs that focus on the elements of sponsored programs administration.
  • Provide recommendations and suggestions for improving office procedures and customer service.
  • Assist with special projects as assigned.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:
  • Graduation from an accredited college or university with a Bachelors degree required.
  • A minimum of 2 years of experience in contracts administration, preferably in an academic environment.

Performance Expectations: Knowledge, Skills and Abilities
  • Basic knowledge of federal and non-federal funding agency regulations, policies and procedures (OMB Circulars A-21, A-110, A-133; Uniform Guidance; CFR; EDGAR; FAR; IRS; USD Policies and Procedures; General Accounting Best Practices).
  • Experience in proposal submission, and in review/negotiation of contracts, subcontracts, and other agreements.
  • Negotiation skills sufficient to negotiate the terms and conditions of grants, cooperative agreements, contracts and subcontracts.
  • Knowledge and demonstrated proficiency in electronic research administration, including database applications, spreadsheet development and electronic document preparation.
  • Basic knowledge of accounting and budgeting procedures.
  • Basic knowledge of University operating procedures, i.e. procurement, accounting, payroll, human resources, budgeting, legal counsel, etc.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Analytical abilities to identify and review problem situations, make independent decisions and/or recommend solutions.
  • Ability to process significant volume of data with high level of accuracy.
  • Ability to explain contract and regulatory issues to stakeholders.
  • Ability to work independently and cooperatively in a high-pressure environment, with time sensitive deadlines.
  • Trained in Electronic Research Administration Systems.
  • Ability to work independently and follow through on assignments with minimal direction.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to create, review and modify contracts.
  • Ability to make complex administrative/procedural decisions and judgments.
  • Ability to develop and maintain record keeping systems and procedures.
  • Ability to analyze budgetary line items for compliance with budget guidelines.
  • Ability to manage a large volume of projects with concurrent deadlines, work independently and use sound business practices to accomplish objectives.
  • Ability to work independently and as part of a team.
  • Ability to exercise independent judgment.

Posting Salary:
$5,416.67 - $5,583.33 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

Additional Details:
Hours: 37.5 hours per week

Hybrid position, local San Diego preferred.

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: February 09, 2023
Applications close: Open until filled

To apply, visit

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