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Contracts Analyst

Posting Number: #271-20

Position Title: Contracts Analyst

Closing Date: Until Filled

Location: Oakland, CA (Remote until mid to late 2021)

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Position Summary

The Public Health Institute is seeking a Contracts Analyst to provide technical expertise for procurement, contract development, and purchasing of out-going third-party goods and services.

Essential Duties and Responsibilities

Agreements 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 drafters with set-up and maintain 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
  • Perform and update debarment and suspension checks and keep records of these checks
  • Perform EDD entry and maintenance as directed
  • Create, dispatch, maintain and close purchase orders in PeopleSoft
  • Distribute agreements and amendments to outside parties
  • Edit documents, re-distribute 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 sub-recipient monitoring letters to outside parties; track responses in database and follow-up as needed

Agreements Preparation and Drafting:

  • Holds responsibility for the development in accordance with templates, negotiation, and execution of a full contract management process including the creation of 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, consultants, 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 in following through from development to full execution.
  • Identifies, mitigates, and resolves complex subcontractor related risks and issues in consultation with the 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 the prime grant, contract, and agreement requirements.
  • Reviews and approves procurement documentation to ensure competition.
  • Advises relevant staff on appropriate contracting vehicles and language.
  • Determines appropriate insurance coverage and incorporates into contracts.
  • Assesses level of risk for sub-recipients based on audit reports, financial statements, and past performance working with PHI.
  • Manages annual sub-recipient monitoring by reviewing updated audit reports to ensure compliance with federal regulations.

Minimum Qualifications

  • Five years of progressive experience in grant, contract, and/or sub-award development and management.
  • Bachelor’s degree in a related field.
  • 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.
  • Strong legal acumen in order to understand legal and contractual terminologies and specifications in agreements.

Desired Qualifications

  • CRA or Paralegal Certificate.

Important Information

  • This is a full-time (40 hours per week).
  • Our offices are currently closed and all work is taking place remotely.

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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