Contracts and Proposals Specialist
IACMI – The Composites Institute, Nashville, TN, United States
Position Title:
Contracts & Proposals Specialist
Reports to:
Contracts & Proposals Manager
Salary range:
$75,000 to $85,000
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.
Responsibilities
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., Monday.com, 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
Must be able to sit for long periods of time
Travel at least 5% of the time with overnight stays
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
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 HR@iacmi.org.
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Contracts & Proposals Specialist
Reports to:
Contracts & Proposals Manager
Salary range:
$75,000 to $85,000
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.
Responsibilities
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., Monday.com, 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
Must be able to sit for long periods of time
Travel at least 5% of the time with overnight stays
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
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 HR@iacmi.org.
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