Principal Contracts Officer

It's fun to work in a company where people truly believe in what they are doing!

Job Description:

Job Summary 

The Office of Research promotes excellence in research at Cal Poly, both basic and applied, as fundamental to the mission of the University and essential to California’s economic and civic vitality. The Office of Research is committed to enhancing these efforts by providing administrative and financial support for sponsored programs, including identification of funding opportunities, proposal submission, research compliance, and contracts and grant administration. The Office promotes the development and function of centers and institutes, essential core facilities, and emboldens innovation and economic development through strategic partnering and industry engagement initiatives. Cal Poly has a long tradition of interdisciplinary research that continues through the production of new knowledge and innovative solutions to society’s grand challenges.  

Working independently under the general supervision of the Assistant Vice President for Finance, the Principal Contracts Officer leads the negotiation of sponsored award agreements with federal, foundation, industry, foreign, and other sponsors, and unfunded research-related agreements to support and facilitate research at Cal Poly. The Principal Contracts Officer provides faculty, staff, and administrators guidance regarding the interpretation of agreement terms and conditions, develops and supports contracting business processes, and provides lead work direction.  

Remote work is available for California residents.

Duties and Responsibilities 

The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:

Essential Job Functions 

Daily              90% 

• Lead the contract negotiation team, systems, and business processes related to the negotiation and execution of research and related agreements.  

• Independently draft, review, and negotiate complex research related agreements, including research agreements, federal contracts, confidentiality agreements, data use agreements and material transfer agreements, that are consistent with internal policy and state and federal regulations. 

• Provide expert guidance on contractual matters and provide training to team members and the broader research community. 

• Manage the Contracts team, including performance evaluation, promotions, and professional development. 

• Develop and improve business processes, procedures, and policies to enhance the effectiveness of contract operations.  

• Support strategic research goals by recommending improvements, policies, and contract frameworks aligned with evolving regulatory and institutional requirements. 

• Prepare, analyze, and present complex contractual, operational, and strategic information to senior leadership, ensuring accurate tracking of agreements, monitoring performance metrics, and providing actionable insights to support strategic research initiatives. 

• Build and maintain relationships with faculty, administrators, central offices, and external sponsors to ensure effective service delivery and coordination.  

Related Job Functions 

As Needed        10% 

• Perform other job-related duties and special projects as assigned. 

• Maintain currency in the knowledge and skills necessary to facilitate industry-leading solutions. 

Position Requirements: 

• Bachelor's degree in business administration, public administration, law, or a related field and five years of progressively responsible experience in sponsored research administration, contracts management, or a closely related field, including at least two years of experience supervising professional staff. Additional qualifying experience may be substituted for the required education on a year-for-year basis. 

• A background check is required for all regular benefited positions. 

 

Required Skills, Knowledge, and Abilities: 

• Thorough knowledge of sponsored research administration, including working knowledge of applicable university policies, federal regulations, and sponsor requirements (e.g., FAR, Uniform Guidance, FERPA, HIPAA, GDPR).  

• Demonstrated ability to apply and interpret applicable regulations, standards, and guidelines, and to recommend departmental policy adjustments in alignment with institutional and regulatory requirements.  

• Demonstrated ability to independently draft, review, and negotiate complex research-related agreements, including research agreements, federal contracts, confidentiality agreements, data use agreements, and material transfer agreements.  

• Demonstrated supervisory and staff development skills, including performance management, coaching, and professional development of contracts team members.  

• Ability to use tact and diplomacy to effectively handle sensitive interpersonal situations across diverse personalities, and to respond appropriately to conflicts and problems within and outside the department.  

• Ability to effectively present contractual information, deliver training to department staff and the broader research community, and facilitate agreement on grants and contracts requirements.  

• Ability to develop, implement, and improve departmental business processes, policies, and procedures to enhance the effectiveness of contract operations.  

• Proficiency with contract lifecycle management systems and research administration platforms used to track, manage, and report on agreement activity.  

• Ability to initiate and maintain cooperative working relationships within the department, across University units, and with external sponsors, supporting effective service delivery in a diverse environment.  

• Strong analytical and problem-solving skills, with the ability to assess contractual risk, recommend appropriate agreement terms, and provide operational guidance to support departmental and divisional decision-making.  

• Effective communication and interpersonal skills, with the ability to collaborate across employee groups, build working partnerships, and navigate organizational dynamics within a department and division context.  

• Proficiency with standard computer applications, including word processing, spreadsheets, databases, online systems, and email, as used in contract administration and research operations.  

• Strong organizational and time management skills, with the ability to independently prioritize multiple assignments and meet fluctuating deadlines within a complex, deadline-driven environment. 

 

Preferred Skills and Experience: 

• Experience negotiating research-related agreements with federal agencies, industry sponsors, or other external partners in a sponsored programs or contracts administration context.  

• Experience in a higher education, academic medical center, or comparable research institution environment.  

• Experience developing or implementing policies, procedures, or process improvements within a contracts, grants, or sponsored programs function.  

• Experience using or supporting contract lifecycle management systems or research administration platforms (e.g., Cayuse, Kuali, or similar tools).  

• Demonstrated ability to identify operational inefficiencies and implement improvements within a department or functional unit. 

Special Conditions:

•  Must be willing to travel and attend training programs off-site for occasional professional development. 

• Must be able to work additional hours, occasional holidays, and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis. 

• The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.  

• This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. 

• Full-time MPP employees are required to disclose outside employment at time of hire or within 30 days of taking additional outside employment subsequent to time of hire. 

• This position classification has been defined as "Exempt" and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA). 

Physical Requirements:

• Hearing and speaking to exchange information in person or on the telephone. 

• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator. 

• Seeing to read a variety of materials. 

• Sitting or standing for extended period of time. 

• Physical agility to lift 20 pounds to shoulder height. 

• Physical agility to lift, carry, push, or pull objects. 

• Commuting on an as needed basis to outside meetings and training locations. 

Hiring Range:

$110,000 - $140,000 annually.

If you like growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us! 

Cal Poly Partners, an equal employment opportunity employer, is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

The department will evaluate experience and education to determine placement into appropriate position level. Subject to continued grant/center funding.

Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.

Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CP Partners cover a large portion of the medical premium for the employee and eligible dependents.

All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.

Please visit our website for additional benefits information.  Employee Benefits (sharepoint.com)

Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.

EEO/Disability/Protected Veteran Employer