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Contract Administrator

Posting Number: #1248

Position Title: Contract Administrator

Closing Date: Until Filled

Location: Remote California

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Contract Administrator provides technical expertise for procurement, contract development and purchasing of out-going third-party goods and services.  In collaboration with the Office of Research Administration and Agreements (ORAA) Team, the Contract Administrator has responsibility for the implementation of processes, systems, and procedures related to contract administration for third party vendors in support of PHI’s research portfolio.  The Contract Administrator independently manages business processes through administrative and financial systems (including PeopleSoft) and the ORAA systems (including Salesforce) for subawards, subcontracts, consultant agreements, memorandum of understanding, and vendor agreements and coordinates inter-/intra-departmental contract flow-down and regulatory compliance.  The contract administrator will perform reviews of contract language to ensure compliance with primary funding agreements, PHI policies, and best practices and ensure appropriate levels of negotiation and compliance with all agreements.

This is a remote position.

Pay: $77,939 to $96,566 per year. The typical hiring range for this position is $77,939 to $96,566 based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience.

Essential Duties & Responsibilities

ORAA Team Support:

  • Update and maintain databases with real time data about outside party agreements, supporting program needs and central administrative needs including satisfaction of informational requests for managerial and operational functions
  • Support ORAA team with set up and maintenance of electronic agreement files, ensuring complete documentation for outside party agreements
  • Perform archival search and program inquiry-based information gathering in support of agreement characterization and drafter preparation needs
  • Support compliance related requests
  • Distribute agreements and amendments to outside parties, track project status, and support reporting to PHI personnel and programs
  • Edit and re-distribute documents and agreements, as necessary, and update agreement records as needed
  • Perform above duties with general processing responsibility for the execution of documents and distribution of fully-executed documents to all relevant parties
  • Assist in distributing annual subrecipient monitoring letters to outside parties; track responses in database and follow-up as needed
  • Provide support to the public health intervention portfolio of agreements upon request

Subject Matter Expertise:

  • Maintain proficiency in clinical trial industry terms and key compliance requirements to support program and contractual requirements
  • Stay abreast of knowledge of implications of IRB reliance and OHRP and other regulatory requirements for human subject protections in research
  • Support and analyze the root causes of user issues in ORAA and Salesforce systems and modules that support the ORAA Team for engagement with technical support expertise and resolution through improvements in user practice
  • Serve as liaison to Grants & Contracts Team and Programs with respect to outside party agreements and contracting issues that require cross-department coordination and expertise
  • Provide technical support in tracking and implementing solutions to Salesforce and ORAA system issues

Agreements Preparation and Drafting:

    • Hold responsibility for the successful negotiation of agreements with third party vendors and consultant, management of templates, and execution of a full contracts management process within standard terms, conditions, and templates; codification of contracting standards; negotiation guidelines and establishment of business processes.
      • Responsible for strict monitoring and tracking of regulatory and compliance issues as required by contractual agreements.
      • Prepare and execute a mixed portfolio of third-party vendor, consultant and other vendor agreements and assure alignment with PHI’s classification of transactions policy.
      • Support non-monetary agreements for data and material transfer and use with third parties.
      • Collaborate with program personnel, Grants and Contracts Specialists, and outside party representatives from development to full execution of agreements.
      • Identify, mitigate, and resolve complex subcontractor-related risks and compliance issues in consultation with Office of Chief Legal Counsel.
      • Determine appropriate procurement, contractual language and instruments for agreements while ensuring compliance with PHI policies and procedures and as required by funder guidelines, rules, regulations, etc.
      • Ensure compliance with prime grant, contract and agreement requirements.
      • Advise relevant staff on appropriate contracting vehicles and language.
      • Determine appropriate insurance coverage and incorporate into contracts.
      • Assess level of risk for subrecipients based on audit reports, financial statements and past performance working with PHI.
      • Contribute to annual subrecipient monitoring procedures by securing documentation (including updated audit reports) and preparing content for internal review in compliance with federal regulations.
      • Perform other duties as assigned.

Minimum Qualifications

  • Five years progressive experience in grant, contract, and/or subaward development and management, demonstrating advanced written, verbal and interpersonal communications skills.
  • At least three years of experience in a clinical research related field
  • Experience with budget development and management.
  • Bachelor’s degree in finance, life sciences, or related field; or substitute with four additional years of relevant experience.

Desired Qualifications

  • Knowledge and understanding of specific contracting requirements.
  • Knowledge of pertinent federal and non-profit sponsor regulations including OMB Circulars, Agency Grants Policy Statements, Federal Acquisition Regulation, patent and copyright law, and cost-accounting standards.
  • Knowledge of best practices regarding contract development, negotiation, processes and the use of technology to support process flow.
  • Proficient in legal and contractual terminologies and specifications in agreements.
  • Advanced ability to deal with broad and diverse constituencies with advanced customer service orientation and skills.
  • Advanced organizational, presentation and negotiation skills.
  • Ability to use independent judgment and strategic thinking skills in solving problems.
  • Advanced listening, political acumen skills and problem recognition, avoidance and resolution skills.
  • Ability to work collaboratively in a team environment as well independently.
  • Ability to work in an organization with an entrepreneurial culture that operates in a highly regulated environment.
  • Excellent customer support orientation.
  • Comprehensive knowledge of Microsoft office applications (Word, Excel, PowerPoint and Email).
  • CITI Program Training preferred

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

Find out more about the benefits of working at PHI.

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TTH volunteers, United Against COVID

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