About NIBS

The National Institute of Building Sciences is in the process of filling the positions below to support the organization and federal agency clients.

Interested individuals with the required skill sets can read the job descriptions below to see the full duties and responsibilities of the positions.

WHO WE ARE

Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.

We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people.  At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.

Building American Innovation isn’t just our tagline – it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.

SUMMARY

This role provides comprehensive administrative support for NIBS office operations and project management activities. Responsibilities include managing the office budget, maintaining security, coordinating meetings and events, and handling logistics for on-site gatherings. The position also supports program and project managers by ensuring smooth administrative processes, enabling them to focus on delivering high-quality projects on time.

The ideal candidate is highly organized, adaptable, and able to work independently with sound judgment. Strong time management, multitasking skills, and a positive, professional demeanor are essential. This role represents NIBS to visitors and stakeholders, creating a welcoming environment and responding effectively to inquiries from both internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 Project Management Support

  • Assist program and project managers in administrative functions and processes.
  • Monitor moving parts of the project, keeping them synchronized and moving forward.
  • Prepare, organize, and distribute project materials.
  • Attend assigned project meetings and record minutes.
  • Track and report project metrics.
  • Assist in the development, maintenance, and administration of key standard operating procedures, e.g., a Quality Management Plan
  • Help prepare project presentations.

 

Event & Meeting Support:

  • Coordinate internal and external meetings, including scheduling, catering, A/V setup, and printed materials.
  • Provide logistical support for Capitol Hill briefings, receptions, and large conferences (registration, hotel coordination, shipping, and exhibitor/attendee data).
  • Assist with event setup and takedown, registration, and on-site support.
  • Research, plan, and order in-house food and beverage from various vendors.

 

Office Administration and Front Desk:

  • Serve as receptionist and greet guests during meetings.
  • Answer and route calls on the main NIBS phone line.
  • Maintain inventory of office and event supplies.
  • Manage shipping, postage, and delivery needs.
  • Track office space usage and coordinate moves when needed.
  • Act as “staff traffic coordinator” to monitor staff schedules and locations.

 

Marketing & Communications Support:

  • Assist with HubSpot emails and update events on the website.
  • Organize and manage marketing assets, including giveaways and collateral.
  • Conduct research and reorder materials as needed.

 

SUPERVISORY RESPONSIBILITIES

N/A

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Specific skills include: 

 

  • Excellent communication skills (oral and written) and strong customer service orientation.
  • Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.
  • Strong multitasking ability; capable of managing multiple projects simultaneously.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with project management tools (MS Project or similar).
  • Ability to work independently while being an effective team player; proactive in supporting others.
  • Knowledge of office operations, including equipment (copiers, postage/shipping machines, A/V systems).
  • Understanding project work plans, schedules, budgets, and staffing.
  • Familiarity with federal contracting requirements and terminology.
  • Working knowledge of the building industry preferred.
  • Results-driven with a positive attitude and strong work ethic.

 

EDUCATION and/or EXPERIENCE

This position requires a high school diploma or equivalent; an associate degree is preferred. Minimum 2 years of administrative experience, preferably in event or office management. Proficiency in Microsoft Office Suite; familiarity with HubSpot and basic web updates is a plus. Strong organizational, communication, and multitasking skills. Ability to work independently and exercise sound judgment.

BENEFITS

  • Exposure to diverse, high-impact projects across the building sciences sector.
  • Collaborate daily with colleagues from a wide range of disciplines.
  • Work alongside some of the most respected experts in the building sciences and technology fields.
  • Professional development and training opportunities.
  • NIBS offers a competitive salary and benefits package including fully paid health care premiums for medical, dental, and vision.

 

HOW TO APPLY

If you feel you are a great fit for this role, please send your resume, cover letter, and salary requirement to jobs@nibs.org today!

Project Delivery, Senior Associate

WHO WE ARE
Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.


We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people. At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.
Building American Innovation isn’t just our tagline – it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.


SUMMARY
The Project Delivery Senior Associate is a highly motivated individual to support NIBS’ Infrastructure Team, which focuses on reducing EPCM risk to our clients through the development of design criteria and specifications, asset management, and owner’s rep role during the planning and procurement project phases. This growing team has projects that span multiple clients and disciplines across the Federal and Local/State built environment. The Project Delivery Senior Associate will support projects with federal clients, including the Department of Defense to drive projects advancing facility criteria development and fostering collaboration and knowledge sharing across diverse stakeholders. The Senior Associate will work closely with internal staff, government partners, subcontractors, and private sector stakeholders to help deliver high-quality projects that meet scope, schedule, and budget requirements. This role encompasses project execution and client engagement, supporting project managers while taking ownership of key deliverables, tracking progress, and ensuring projects stay on schedule and within scope. This position requires eligibility for a federal security clearance. No security clearance is required to start work. If sponsored by NIBS, the candidate must be able to obtain and maintain a Secret security clearance throughout the period of employment.


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
• Lead day-to-day project coordination for multiple concurrent projects and initiatives, ensuring high-quality deliverables.
• Support cross-functional project teams involving architects, engineers, researchers, and policy experts.
• Serve as a point of contact for clients, maintaining professional communication and managing expectations.
• Provide quality reviews of engineering/architecture technical documents.
• Track project budgets, schedules, and resource allocations.
• Develop and maintain project documentation, including project plans, reports, meeting notes, and status updates.
• Identify project risks and assist in developing mitigation strategies.
• Support stakeholder engagement activities such as workshops, webinars, and technical meetings.
• Assist senior project managers and directors in implementing project management frameworks, tools, and best practices.
• Contribute to process improvements that enhance project efficiency and client satisfaction.

SUPERVISORY RESPONSIBILITIES
N/A

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific skills include:


• Familiarity with federal projects and project reporting requirements.
• Experience in the building sciences, construction, or related technical disciplines.
• Experience developing and utilizing A/E technical documents, including design criteria, specifications, and drawings.
• Ability to efficiently analyze technical data and develop actionable conclusions/recommendations
• Knowledge of risk management and quality assurance practices.
• Understanding of performance metrics and evaluation methods for project success.
• Demonstrated ability to work collaboratively on cross-functional teams.
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• Strong proficiency in project management tools and the Microsoft Office Suite.
• Detail-oriented, proactive, and able to adapt quickly in a dynamic environment.
• Contribute innovative ideas to improve processes, tools, and solutions in support of resilient and sustainable infrastructure.

EDUCATION and/or EXPERIENCE
• Bachelor’s degree in engineering, architecture, or related field.
• 2–4 years of relevant engineering, architecture, consulting, technical deliverables development, or project management operations experience, ideally supporting government or multi-stakeholder projects.
• Engineer in Training (EIT) or Professional Engineering license (PE) or ability to attain a PE.
BENEFITS
• Exposure to diverse, high-impact projects across the building sciences sector.
• Collaborate daily with colleagues from a wide range of disciplines.
• Work alongside some of the most respected experts in the building sciences and technology fields.
• Professional development and training opportunities.
• NIBS offers a competitive salary and benefits package including fully paid health care premiums for medical, dental, and vision.

HOW TO APPLY
If you feel you are a great fit for this role, please send your resume, cover letter, and salary requirements to jobs@nibs.org today!

WHO WE ARE

Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.

We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people.  At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.

Building American Innovation isn’t just our tagline – it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.

 

SUMMARY

The Senior Contracts Specialist is responsible for developing, managing, and overseeing compliance of government prime and subcontractor contracts through the entire lifecycle, including responding to proposals, assisting with business development activities, supporting negotiations, developing contract language, tracking compliance, reviewing existing agreements, and completing project start up and closeout activities. Working with minimual supervision, the position ensures contracts conform with all federal, state, and local regulations. As a key partner to internal and external stakeholders, the contract specialists ensures the organization prepares and submits all necessary annual government contracting reporting requirements. The Senior Contracts Specialist provides expert guidance on procurement strategy, risk management, and regulatory understanding to enable compliant and efficient program execution.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 

Contract Lifecycle Management

  • Reviews Requests for Proposals (RFPs) to identify legal, compliance, and company risk considerations.
  • Works closely with Project Management and Finance teams to develop compliant and competitive government contracts and subcontracts for projects of varying size and complexity.
  • Supports contract negotiation meetings, ensuring terms align with organizational objectives and client requirements.
  • Collects required subcontractor legal, tax, and registration documentation to support contract award.
  • Establishes and maintains internal contracting procedures and a central database of contracting policies, laws, and reference materials.
  • Reviews and prepares modifications and amendments to existing contracts as project needs evolve.
  • Maintains clear communication with internal departments (e.g., legal, finance) and external parties to ensure all stakeholders are informed about contract status and developments.
  • Records invoicing and reporting requirements in a central database and monitors internal compliance throughout the contract lifecycle.
  • Provides regular updates to leadership on contract progress, invoicing, deliverable status, and potential risks.
  • Reviews existing service agreements and develops internal templates to ensure consistency with current company policies and regulatory changes.
  • Develops and updates to standard contracting templates and procedures, educates project managers and finance teams on audit best practices, and performs periodic audits.
  • Mediates and resolves contract issues or disputes, coordinating with leadership teams to determine corrective actions.
  • Leads contract closeout activities, verifying that all contractual requirements have been met, documentation finalized, and invoices paid accurately.

 

Regulation Compliance and Reporting

  • Reviews procurement requests, solicitations, and agreements to ensure compliance with applicable FAR, DFARS, and other agency regulation, as well as organizational policy and client-specific requirements.
  • Monitors contract execution and modifications for ongoing compliance with federal, state, and local regulations, escalating potential risks or deviations to leadership as appropriate.
  • Prepares, tracks, and submits required government contractor reports in accordance with Service Contract Reporting Requirements for Indefinite-Delivery Contracts, and ensures all FAR/agency related-mandated documentation is properly archived.
  • Serves as the organization’s contracting compliance subject matter expert, developing and delivering internal training on regulatory updates, best practices, and proper contract file management.
  • Collaborates across Business Strategies, Finance, and Project Management teams to ensure consistent interpretation of contract requirements, alignment of cost and reporting structures, and adherence to organizational compliance standards.

 

Business Development Support

  • Support preparation and organization of proposal materials, including reviewing solicitation documents, ensuring compliance with submission requirements, and assembling administrative sections such as certifications, representations, and past performance data.
  • Schedule and document teaming, kickoff, and proposal review meetings, tracking action items to maintain alignment among partners and internal stakeholders.
  • Maintain an organized library of corporate information, resumes, project descriptions, and standard proposal templates to streamline future submissions.
  • Update opportunity trackers, submission calendars, and proposal status dashboards to assist in monitoring deadlines and pipeline activities.
  • Draft and route teaming agreements, NDAs, and subcontract documents required for proposal submissions in coordination with legal and contracts teams.

 

SUPERVISORY RESPONSIBILITIES  N/A

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Specific skills include: 

 

  • Exemplary organizational and communication skills and ability to work independently in a team environment, including interface with Project Management, Finance and various external stakeholders.
  • Direct experience in contracting or working with architectural, engineering, or technology development scopes of work (preferred).
  • Knowledge of government procurement, contracting, and project closeout processes.
  • Ability to maintain project momentum and meet deadlines for multiple projects, with a focus on accuracy and attention to detail.
  • Capable of effectively explaining complex legal and business information to clients and internal partners in non-tehcnical and eassily understandable language.
  • Experience in effectively negotiating to achieve favorable outcomes. 
  • Ability to develop contracts
  • Ability to identify and resolve contractual issues and disputes. 
  • Capable of performing research on contract related policy and regulations.

 

EDUCATION and/or EXPERIENCE

  • Bachelor’s degree from an accredited college or university in accounting, finance, law, contracts, economics, or organization and management, or equivalent.
  • 6+ years of n federal contracting and subcontract administration related to services for architecture, engineering, cosntruction. Additional experience with professional consulting services and technology is preferred.
  • In-depth knowledge of FAR, DFARS, OMB guidance, and agency related acquisition policies.
  • Experience with IDIQ record keeping and delivering contractor reports conforming to the Service Contract Reporting Requirements for Indefinite-Delivery Contracts rules.
  • Strong oral and written communication skills, including demonstrated ability to draft acquisition documents.
  • The ideal candidate will bring proven expertise in independently managing pre- and post-award federal government contracting processes, ensuring compliance with applicable laws and regulations.
  • Strong skills in negotiation, cost proposal review, and regulatory interpretation.
  • Certified Professional Contracts Manager (CPCM) or similar credential preferred.

 

BENEFITS

  • Opportunity to work at the intersection of industry, government, and academia.
  • Work alongside some of the most respected experts in the building sciences and technology fields, gaining insight into best practices across industry and government.
  • Professional development and training opportunities.
  • NIBS offers a competitive salary and benefits package including fully paid health care premiums for medical, dental, and vision.

 

HOW TO APPLY

If you feel you are a great fit for this role, please send your resume, cover letter, and salary requirement to jobs@nibs.org today!