What are the responsibilities and job description for the Subaward Manager position at Montana State University?
The Office of Sponsored Programs (OSP) serves as the central administrative entity and acts as the institutional representative responsible for approving and submitting research proposals to Federal, State, and Private sponsors for external research funding and implementing awards resulting from these proposals. The Subaward Manager oversees the administration of outgoing subawards issued under these awards. This position ensures compliance with federal regulations, sponsor requirements, institutional policies, and terms and conditions of sponsored awards. The Subaward Manager serves as the primary institutional resource for departments in regards to subrecipient monitoring, agreement negotiation, and closeout activities.
Duties and Responsibilities
- Provide guidance and training to faculty, department administrators, and research staff regarding subaward management requirements.
- Develop policies and procedures, best practices, and training materials related to subrecipient monitoring.
- Serve as a subject matter expert on outgoing subawards and subcontract administration.
- Manage the full lifecycle of outgoing subawards from issuance through closeout.
- Maintain electronic records on an average portfolio of over 400 unique subawards with expenditures of over $31 million in Fiscal Year 2026.
- Ensure accurate and timely subaward creation including drafting, negotiating, and executing subaward agreements and amendments.
- Review award terms and conditions to determine subrecipient requirements and flow-down provisions.
- Ensure subward agreements comply with federal regulations, including Uniform Guidance (2 CFR Part 200), sponsor requirements, and institutional policies.
- Coordinate with MSU University Business Services and MSU Fiscal Shared Services for timely and efficient subaward invoice review.
- Coordinate with MSU Research Integrity and Compliance, MSU Controlled Research, and MSU Technology Transfer to ensure subrecipients are in compliance with all Federal sponsor specific requirements.
- Manage subrecipient registration requirements in SAM.gov and help entities navigate the registration process.
- Oversee monthly Federal Funding Accountability and Transparency Act (FFATA) financial reporting in SAM.gov.
- Support institutional audits and sponsor reviews involving subrecipient monitoring activities.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree in Business, Finance, Management or related field, or an equivalent combination of education and/or experience.
- Demonstrated experience with administrative and accounting principles, practices, and techniques.
- Ability to exercise diplomacy, establish effective working relationships, and maintain a high degree of professionalism when working with staff and faculty across campus, as well as sponsor representatives.
- Demonstrated experience using personal computers and various software including Outlook, Excel, and Word, as well as experience working with databases and the Internet.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Experience using Banner software.
- Experience using SmartBuy MSU software.
- Demonstrated financial and administrative experience in externally funded research grants and contracts.
- Familiarity with state and federal regulations including OMB Uniform Guidance Circular.
The Successful Candidate Will
- Possess excellent written, oral, and interpersonal communications skills.
- Able to adapt to changing assignments and multiple priorities with attention to detail.
- Produce high-quality work with accuracy and efficiency with limited supervision.
- Demonstrate self-motivation and independently follow through on tasks and projects to completion.
- Exercise sound judgment in decision making and the ability to interpret and apply policies and procedures.
- Work effectively in a fast-paced, growth-oriented environment.
- Provide excellent customer service both internally and externally to MSU.
- Represent Office of Sponsored Programs and Montana State University in a professional and courteous manner.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Upon completion of a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on August 26, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
This position is not eligible for sponsorship.
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Salary : $31