Contract Administrator

Title : Contract Administrator

Location : Hybrid, 4822 North Broadway

Schedule : Monday - Friday 8 : 30 am - 5 : 00 pm

Summary :

Under the direction of the Director of Business Operations , the Contractor Administrator is responsible for leading, supporting and managing all aspects of the organizational contract management process and collaborating with internal leadership / management and external stakeholders (i.

e., vendors, contractors, etc.).The Contract Administrator is the central point person, and leads all aspects of the contract management process for the HHCS including, but not limited to, collaboration, negotiation, tracking, adherence to timelines, follow-up, reporting and final execution of all contracts across the organization.

This Contract Administrator is responsible for managing the process for execution and monitoring of key organizational documents, that includes, but is not limited to, the following : contracts, subcontracts, agreements, HHCS property and participant leases, memorandum of understanding / agreement (MOU’s / MOA’s), linkage agreements, business associate agreements (BAA’s), program / site licenses and insurance.

Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined within this job description .

Why Join Us ?

• Make a meaningful impact on the lives of individuals seeking education and career pathways.
• Collaborate with a diverse and passionate team dedicated to the mission and vision of our FFForganization.
• Enjoy a hybrid work arrangement, providing flexibility and work-life balance.
• Participate in professional development opportunities to enhance your skills and expertise.

Our Benefits :

• Medical insurance.
• Dental insurance.
• Vision insurance.
• 401(k) match.
• Paid maternity leave.
• Paid paternity leave.

Major Duties and Responsibilities :

• Supports the development and implementation of a standardized strategy for corporate / agreement contract management processes for the organization
• Facilitates overall contract / agreement management process for the organization ensuring compliance with standards and guidelines
• Contract / agreement project management including : developing workplans, schedule tasks, deadlines and milestones for all project stakeholders, and resources to include, preliminary estimates, budgets, team members and responsibilities, and establishing expected outcomes
• Conducts presentations and trainings on related contract / agreement management, terms, conditions, etc.
• Perform contract / agreement risk analysis and mitigation strategies

Contract / Agreement Management

• Review, assess and ensure compliance with contract / agreement management policies, procedures and workflows
• Develops contract management / agreement policies, procedures and workflows, ensuring compliance with current standards
• Ensure adherence with federal / state / local regulations and guidelines for contract compliance
• Drafting, reviewing and editing contracts / agreements
• Manage contracts within budgets and allocated resources ensuring most cost-effective fees and structured within the approved budgets
• Complete and secure storage and records management of contracts / agreements
• Conduct audits and reporting on contracts / agreements compliance
• Ensures all external and internal parties meet agreed upon contract / agreement terms and conditions
• Formally evaluates vendors / consultants / contractors in meeting their contractual requirements and obligations
• Conduct background checks on vendors / consultants / external partners and ensuring that they are not barred, suspended, expelled, excluded, license revoked or on the federal terrorist list with any federal / state / local regulatory body or funding source
• Verifying contractors / vendors / consultants are in good standing with regulatory bodies (i.e., Better Business Bureau, city / state / federal regulatory bodies, consumer reports, etc.)
• Checking vendor / contractor customer reviews (i.e., valid social media evaluation platform, company website, etc.)
• Ensure that contractors / vendors / consultants are meeting diversity, equity and inclusion (DEI) standards and governmental standards / requirements (i.

e., Department of Labor, etc.), including minority and women owned business certified entities

Contract / Agreement Management Communication

• Negotiating contracts and agreements and approving terms with external vendors / consultants, and collaborating with internal managers / leadership
• Manages partner relationships, including communication with internal (i.e., leadership, management) and external stakeholders (i.

e., vendors, consultants, etc.)

• Collaborates with procurement and finance departments to ensure in compliance with required policies, procedures and protocols
• Writing contract letters, notices and other communications
• Conducting and attending contract planning meetings
• Sharing pertinent information with stakeholders

Data and Software Management

• Utilize the DocuSign, Compliatric , and other identified online software systems to support the contract process
• Assesses effectiveness of software / platform systems to meet organization needs
• Research and present any cutting-edge contract / agreement management software that meets organization needs and any gaps
• Conducts data collection, analysis, reporting for contracts / agreements

Superv isory Responsibilities (if applicable) :

Serves as supervisor and mentor for Procurement Administrator

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed within this job description are representative of the knowledge, skill, and / or ability required .

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience :

Bachelor’s degree in business administration / management, finance, contract or business law, insurance, economics or related field required.

Graduate degree in business administration / management, finance, contract or business law, insurance, economics or related field preferred.

• Minimum of 5 years of contract management / administration experience with emphasis on best practices and methods, preferably in a service driven operations environment.
• Prior experience driving contract / agreement management change in a nonprofit or complex organization. Experience with development and oversight of corporate contract management across an organization.

Certifications / Licenses :

National Contract Management Association (NCMA) Certification or other similar certification preferred.

Knowledge / Skills / Abilities (K / S / A) :

Ability to demonstrate proficient computer skills and utilization of online platforms / software. Proficiency with utilizing and implementing DocuSign, and other cloud-based technology solutions.

Proficient skills in excel, power point, word, etc. Knowledge and usage of data analytics and pivot tables.

Ability to communicate effectively to foster teamwork and demonstrate relational skills required for interaction with internal and external stakeholders at all levels.

Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

• Ability to translate business needs into technical specifications and standard operating procedures.
• Ability to demonstrate strong time management, attention to detail, decision making and organizational skills, demonstrate ability to manage multiple, parallel assignments with accountability for timely, cost-effective results.
• Ability to demonstrate extensive experience with contract negotiation, document management, and managing relationships with vendors / consultants, as well as internal stakeholders and collaborators.

Excellent analytical skills and ability to thrive in a fast-paced environment.

• Excellent communication skills. Strong networker, convener, relationship builder and communicator with experience collaborating with diverse work teams and stakeholders.
• Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner.
• A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability.
• Proficiency in Microsoft Office, Internet Explorer, Outlook / Exchange; Windows operating systems; and other software routinely used by Heartland Human Care Services.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Ability to work independently and remain self-motivated with minimal direct supervision.
• Strategic thought partnership and consultancy skills.

Work Arrangement :

This role is eligible for a hybrid or remote work arrangement. If hybrid, it is expected this person would be able to meet for in person meetings when needed or at the request of others.

In-person meetings may be required on a regular basis (weekly, monthly, etc.). There may also be the availability to work from home when appropriate .

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• Each program site operates on a 24 / 7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees are required to be flexible in regards to scheduling and work location.
• Program sites are located throughout the Chicago area, including the North and South sides of Chicago, as well as the suburbs.

Employees may be required to report to any one of our locations on a temporary or permanent basis.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk and hear .
• The employee is regularly required to sit, stand and walk.
• The employee must be able to stoop, kneel and / or crawl.
• The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
• The employee must occasionally lift and / or move up to 25 pounds.
• The employee must have unrestricted ability to provide physical restraint.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infectio n, in accord with the organization's AIDS Policy Statement of September 1987.

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