Enterprise Contracts Administrator

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DIVISION: Finance Administration

DEPARTMENT: Contracts & Strategic Sourcing

JOB OVERVIEW:

The Enterprise Contracts Administrator’s primary responsibilities are to oversee day-to-day contract operations, manage the workflow of the contracts mailbox, and delegate tasks as needed to Contract Coordinators. This role is a point of contact for internal customers to ensure the highest levels of customer service.

DUTIES & RESPONSIBILITIES:

• Oversee and share in the processing and coordination of contract and subcontract requests.
• Oversee and share in the data entry of contract information into the NAV accounting system, including creating fund cards, award cards, and sub-award cards per contact request and creating new customer and funder cards as needed.
• Provide support to Contract Coordinators through chain of command escalation.
• Provide ongoing training and coordination of support to Contract Coordinators as well as other employees throughout the organization in partnership with Contracts, Procurement, and Compliance Managers.
• Work with the Contracts/Procurement Management team to refine and develop new and established templates as well as the processes for the workflow.
• Oversee and initiate electronic transmission of contracts for internal managerial review, monitor review progress, and respond to requests on issues related to contract content.
• Oversee and transmit contracts via DocuSign for signatures and file PDF-conformed contracts.
• Provide customer service support to PHMC and affiliate personnel, funders, vendors, and service providers relevant to contracts and subcontracts.
• Ensure that department processes, procedures, and performance standards are maintained.
• Work closely with the Contracts/Procurement Management team to ensure that due dates are being met and items are escalated as needed.
• Work closely with the DEI and Supplier Diversity team to ensure compliance with Supplier Diversity goals.
  
  
  

SKILLS:

• Ability to read and understand contracts as related to PHMC’s business model and practices
• Sound organizational skills, good attention to detail, and excellent ability to follow processes
• Knowledge of general office policies, procedures, and work methods
• Knowledge of clerical, administrative, bookkeeping, and accounting principles and practices
• Knowledge of personal computers and networked systems and their use and applications for database management, tracking, and reporting in a human services or similar environment
• Knowledge of PHMC programs, services, and activities preferred
• Ability to work in a supportive, positive manner with the Contracts and Fiscal teams and cross-departmentally, through full participation, personal contribution, and active interaction
• Ability to communicate effectively and work with colleagues, government agencies, service providers, program participants, and other human services organizations in a positive, pleasant, professional, and productive manner in writing, by telephone, and in personal contacts
  
  
  

EXPERIENCE:

• Five years of related experience in government, non-profit, human services, etc.
• Familiarity with databases and basic accounting principles
• Experience with Microsoft Outlook, Word, and Excel applications
• Experience with Microsoft Dynamics NAV, DocuSign, and Adobe Acrobat Pro is preferred.
  
  
  

EDUCATION:

• Bachelor's or associate degree in business administration or a related field preferred
• An equivalent combination of relevant training, education, and experience is also acceptable.
  
  
  

SALARY GRADE: 18

PHMC is an Equal Opportunity and E-Verify Employer.