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Senior Contract Administrator

Posting Number: #221-21

Position Title: Senior 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 Senior 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, a unit of Office of Chief Legal Counsel (OCLC), the Senior Contract Administrator has responsibility for the implementation of processes, systems, and procedures related to contract administration for PHI’s public health intervention (non-clinical) portfolio.

The Senior Contract Administrator independently manages business processes through administrative and financial systems (including PeopleSoft) and the ORAA systems (including Salesforce) for commercial agreements, consultant agreements, subawards, subcontracts, awards and non-monetary agreements (including non-disclosure agreements, memorandum of understanding). The Senior Contract Administrator coordinates inter-/intra-departmental contract flow-down and regulatory compliance and ensures appropriate levels of negotiation and compliance with all post-award agreements.

This is a time-limited position that is expected to last six months.

Essential Duties & Responsibilities

  • Responsible for drafting, negotiating, and executing agreements flowing down from a wide range of funding sources, including federal, state, and local government agencies, foundations, and industry sponsors. The Senior Contract Administrator owns the full contract lifecycle, from agreement creation to final execution.
  • Prepares and successfully executes a mixed portfolio of commercial agreements, consultant agreements, subawards, subcontracts, awards, non-monetary agreements, and other agreements and assures alignment with PHI’s classification of transactions policy.
  • Determines appropriate agreement instruments and drafts agreement language in accordance with standard terms and conditions, templates, and PHI contracting policies. Ensures terms of agreements are compliant with PHI policies, funder guidelines, the terms of the prime funding instrument, and any applicable regulations.
  • Leads complex agreement negotiations with outside parties with escalation to the Office of Chief Legal Counsel as needed.
  • Responsible for strict monitoring and tracking of regulatory and compliance issues as required by contractual agreements.
  • Implements and advises programs on applicable procurement requirements to ensure compliance with PHI policies. Makes recommendations for improvement to policies and procedures in response to changes in workflow and regulatory environment.
  • Identifies, mitigates, and resolves complex risk and compliance issues in consultation with Office of Chief Legal Counsel.
  • Collaborates with program personnel, Grants and Contracts Specialists, and outside party representatives from development to full execution of agreements.
  • Provides leadership within the team and advises relevant staff on appropriate contracting vehicles and language.
  • 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. Assists with distributing letters to outside parties, tracking responses in our database, and conducting follow-up as needed.
  • Updates and maintains contract management system with real-time data about outside party agreements to supporting program needs, including satisfaction of informational requests for managerial and operational functions.
  • Provides support to the clinical research portfolio of agreements upon request.
  • Performs other duties as assigned.

Minimum Qualifications

  • Bachelor’s degree is required. Four years of additional relevant experience will be considered as an alternative to a bachelor’s degree for exceptional candidates.
  • Seven years of experience drafting and interpreting a wide variety of agreements, including routine business agreements and agreements supported by federal, state, and foundation-based grant/contract funding to a prime grantee or contractor. Experience drafting subcontracts, subawards, and commercial agreements is required.
  • Knowledge and understanding of specific contracting requirements, including 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.
  • Substantial experience leading complex agreement negotiations.
  • Experience ensuring agreement compliance with organizational policies, governmental regulations, and funder requirements.
  • Experience implementing and advising internal stakeholders on an organization’s procurement policies and procedures.
  • Experience developing and/or revising business policies and procedures in response to changes in workflow and/or regulatory environments.
  • 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.
  • Advanced written, verbal and interpersonal communications; advanced ability to manage relationships with broad and diverse constituencies; excellent customer support orientation.
  • Advanced organizational, presentation and negotiation skills.
  • Ability to use independent judgment and strategic thinking skills in solving problems.
  • Substantial experience working cross-functionally, leading cross-functional projects, and developing strong working relationships across teams; demonstrated ability to collaborate in a team environment and work independently.
  • Ability to work in an organization with an entrepreneurial culture that operates in a highly regulated environment.
  • Experience working in contract and/or financial management systems and contributing to system improvements, updates, testing, and maintenance.
  • Comprehensive knowledge of Microsoft office applications (Word, Excel, PowerPoint and Outlook).

Desired Qualifications

  • Salesforce and PeopleSoft experience preferred.
  • Supervisory and leadership experience is preferred.
  • CITI Program Training preferred.
  • A Master’s degree is preferred.

Important Information

  • This is a time-limited position that is expected to last six months.

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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