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Contracts Administrator

Posting Number: #073-21

Position Title: Contracts Administrator

Closing Date: Until Filled

Location: Oakland, CA/Remote (Oakland is preferred)

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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 Contracts 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, a unit of Office of Chief Legal Counsel (OCLC), the Contracts Administrator has responsibility for the implementation of processes, systems, and procedures related to contract administration for PHI’s clinical research portfolio. 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. Coordinates inter-/intra-departmental contract flow-down and regulatory compliance.  Ensures appropriate levels of negotiation and compliance with all post-award agreements.

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
  • Edits and re-distributes documents and agreements, as necessary, and updates 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 sub-recipient monitoring letters to outside parties; track responses in database and follow-up as needed
  • Provides support to the public health intervention portfolio of agreements upon request

Agreements Preparation and Drafting:

  • Holds responsibility for the development of subawards and subcontracts in accordance with master funding agreements, templates, negotiation, and execution of a full contracts management process including the creation of non-industry and vendor agreements in accordance with 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
  • Prepares and successfully executes a mixed portfolio of subawards, subcontracts, subgrants, consultant and other vendor agreements and assures alignment with PHI’s classification of transactions policy
  • Collaborates with program personnel, Grants and Contracts Specialists, and outside party representatives from development to full execution of agreements
  • Identifies, mitigates, and resolves complex subcontractor-related risks and compliance issues in consultation with Office of Chief Legal Counsel
  • Determines 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.
  • Ensures compliance with prime grant, contract and agreement requirements
  • Advises relevant staff on appropriate contracting vehicles and language
  • Determines appropriate insurance coverage and incorporates it into contracts
  • Assesses level of risk for sub-recipients based on audit reports, financial statements and past performance working with PHI
  • Contributes to annual sub-recipient monitoring procedures by securing documentation (including updated audit reports) and preparing content for internal review in compliance with federal regulations

 Minimum Qualifications

  • Five years of experience in a clinical research-related field
  • Bachelors degree in finance, life sciences, or related field
  • Three years progressive experience in grant, contract, and/or sub-award development and management, or equivalent combination of relevant work and experience
  • Knowledge and understanding of specific contracting requirements
  • Experience with budget development and management
  • 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 written, verbal and interpersonal communications; 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 as 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)

Desired Qualifications

  • CITI Program Training

Important Information

  • This is a full-time (40 hours per week) position

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.

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.

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