Contracts & Compliance Manager

Job Description

Job Description:\n\n \n\nContracts & Compliance Manager\n \nABOUT US\n \nFounded in 1991, Hope Solutions, formerly Contra Costa Interfaith Housing, is a vibrant and socially responsive non-profit agency that provides permanent housing and vital support services to over 2,000 homeless or at-risk families and individuals in Contra Costa County. Over 40 faith-based communities support our work, although there are no religious requirements or affiliations to receive services.\n \nAre you seeking a new role that fully utilizes your talents and potential—while helping to make the world a better place? If so, please read on!\n \nWhat are you passionate about?\n \nAt Hope Solutions—we envision a world in which everyone has a place to call home and the support of a strong community so that they can live with dignity and reach their full potential. We strive to be inclusive and responsive to community needs. We are committed to excellence and accomplish our work with integrity, respect, compassion, and humility.\n \nHope Solution's mission is to heal the effects of poverty and homelessness by providing permanent housing and vital support services to highly vulnerable families and individuals.\n \nCould our mission be your mission?\n \nLearn more about us @ hopesolutions.org \n \nTEAM SNAPSHOT\n \nWe're adding to our team of passionate folks—who are on a mission to help make the lives of others better—through services and support that lead to a higher quality of life for our clients. \n \nWe'd like to learn more about you—apply for the role! What's our team like? \n \nHere's a snapshot of some of the folks at Hope Solutions who help advance our vision to achieve—secure housing and the dignity of self-sufficiency for the homeless and at-risk families and individuals in Contra Costa County.\n \nA FEW OF US...\n \nDeanne—Chief Executive Officer—Resides with her husband and three children. Enjoys hiking, camping, reading, cooking, and cheering at her kids' games.\n\nAlex—Chief Operating Officer—Lives with his wife, son, and dog (and loves when the grandkids visit!). MSW and macro social worker who enjoys reading, baseball (Go Giants!), cooking, hiking, jazz, and family time.\n \nChristina—Chief Financial Officer—Resides with her husband, son, two daughters, and their dog. MPA, Non-Profit Graduate Certificate, and 20+ years in finance; enjoys traveling and family time.\n \nBeth—Director of Clinical and Support Services—Resides with her sister and son. Licensed psychologist with 30+ years working with children and families; enjoys singing, cooking, gardening, and traveling.\n \nBill—Vice President of Programs—Resides with his partner. Licensed Marriage and Family Therapist with 25+ years’ experience working with underserved populations, specialized training in somatic psychotherapy and end-of-life care; enjoys reading, gardening, and meditation.\n \nCayla—Director of Evaluation & Learning —Resides with her husband and children. MBA in Business Analytics that thrives on spreadsheet analysis, dashboard creation, and reading.\n \nDebbie—Director of Development & External Relations—Resides with her husband, two teenagers, and a rescue mutt. Leads external relations and development with 20+ years in marketing and communications.\n \nDominick—Director of Re-Entry Housing & Services—A fourth-generation San Francisco native and father of four, holds a B.S. in Criminal Justice and an M.A. in Leadership. In his free time, he enjoys music, travel, nature, cooking, and quarterly wine trips.\n\nJennifer—Vice President of Strategy & Development—A California native, she spends her time with her loved ones hiking and exploring the region's coffee shops, farmer's markets, and festivals. She likes reading adventure novels and leadership books, as well as playing new board games and video games, and loves a good conversation. \n\nKristina—Director of Human Resources—With over 20 years of experience in HR, leadership, people management, and operations, she holds a Bachelor of Business Administration and is a SHRM-SCP certified professional. A Bay Area native and proud foodie, she lives with her child and enjoys spending time with her family, cycling, hiking, and keeping life light with laughter and fun.\n \nMashal—Director of Housing & Support Services—Resides in the Bay Area. Daughter of Afghan refugees; enjoys weekends with her son, concerts, reading, and Sonoma Coast drives; former Program Manager for housing and care for chronically homeless adults with AIDS/HIV; co-chair for Hope Solutions' CARE Committee and board member.\n \nRena—Director of Finance—Born and raised in Contra Costa County – California CPA with a dual degree in Accounting and Sociology from the University of Notre Dame (Go Irish!). Enjoys cooking, hosting dinner parties and hiking with her husband and two daughters.\n\nTanya—Director of Rapid Re-Housing & Navigation—Resides with her husband, daughter, and two sons. Master's in Counseling Psychology with 15+ years serving underserved populations; enjoys music, comedy, movies, exercising, and basketball.\n \nWHO WE ARE LOOKING FOR:\n \nThe Contracts & Compliance Manager will be responsible for designing, leading, and maintaining systems that ensure healthy relationships and contract compliance for all governmental funding partners. This leader will also help to secure new contracts, through writing and supporting grant proposal responses to government opportunities, and for coordinating the execution and compliance of new contracts. This leader will work as part of a team that helps to maintain and uphold the reputation of Hope Solutions as a thought leader and example of excellence in the housing and homelessness services sector. \n \nSupervisory Responsibility: None\n\nWHAT WILL YOU DO:\nSecuring New Contracts Responsibilities:\n\nTrack and identify new potential funding opportunities to sustain or grow our impact. Recommend new funding opportunities to the leadership team for consideration, including potential new partnership opportunities.\nManage and/or support the submission of the proposals for government funded projects, including attending bidders’ conferences, collaborating with internal stakeholders on proposal concept and evaluation, narrative writing, generating and gathering proposal attachments, program design, and proposal submission.\nLead and/or assist in the project management of proposal development packages, including documenting all assigned action items and providing follow-up to ensure timeliness from all parties.\nLiaison with proposal partners and other external entities and respond to requests and questions in a timely manner.\nTrack and adhere to all proposals, announcements, and post-award deadlines and milestones for each application.\nCoordinate post-award notifications to internal and external staff and ensure timely action on next steps.\nSupport contract launch meetings, as appropriate.\n\n \nContract Management Responsibilities:\n\nCoordinate and participate in regular meetings with external contract partners to build rapport and troubleshoot contract concerns; take notes and follow up on resulting action items, as needed.\nSupport the execution of new and existing contracts, including gathering documents from internal staff, reviewing terms and conditions, escalating changes or concerns around contract language, and making recommendations for signature; track process for all contracts in contract review.\nCoordinate and participate in regular meetings with external contract partners to build rapport and troubleshoot contract concerns; take notes and follow up on resulting action items, as needed.\nCoordinate quarterly contract monitoring meetings with peers from program, finance, and data departments to ensure all contract deliverables are being met in alignment with budget and other contract terms; Take notes during these meetings and follow up on all resulting action items; Provide support and liaison with funder, as appropriate.\nManage a system to comprehensively track all standard and unique contract terms across all contracts and ensure mechanisms are in place to meet all contract terms; create and support new mechanisms as appropriate.\nCreate a calendar of reporting requirements per contract and ensure reports are submitted in a timely manner.\nEnsure that all compliance-related documents, including reports, are saved to the appropriate place for easy access.\nEnsure contract management and renewals systems are as effective as possible. Recommend new tools/processes if needed.\n\nCompliance and Internal Audit Responsibilities:\n\nProvide support and assistance to funder site visits and audits, including programmatic and fiscal audits.\nPerform periodic reviews of program documentation to ensure eligibility and compliance within program guidelines and contractual requirements, based on organizational needs.\n\nOther Responsibilities:\n\nSupport the drafting of Letters of Support and similar documents.\nDraft stakeholder-facing materials, including impact reports, white papers, op eds, and social media content, and collaborate on the annual impact report in partnership with the Grants & Communications Manager, as needed.\nAttend and represent Hope Solutions at community, government, and partner events throughout Contra Costa County, periodically in the evening or on weekends.\nProvide support to Hope Solutions events intended to enhance organizational visibility. \n\nCultural Responsiveness:\n\nAwareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences within group environments appropriately and effectively.\nKnowledge of and commitment to concepts and issues tied to social justice and housing justice.\nExperience fostering and reinforcing an environment that values unique experiences, cultures, and personal humility.\nParticipate in and complete our new employee onboarding process, which includes reading and discussing a short chapter in the book The Color of Law.\n\n \nOrganizational/Administrative Responsibilities:\n\nProfessionally represent Hope Solutions in all circumstances.\nComply with all legal/ethical professional guidelines for maintaining consumer confidentiality, adhering to HIPAA guidelines, protecting consumer rights, advocating on consumers' behalf, and assuring consumer safety.\nComply with all local, state, and federal regulations and Hope Solutions policies and procedures. \nAttend all required meetings, including but not limited to Hope Solutions staff meetings and linkage meetings with other agencies.\nPerform other duties and responsibilities as assigned.\n\n \nWork Location Classification:\n\nHybrid: Work is performed through a planned combination of on-site and remote work, based on role requirements, approved schedules, and operational needs.\nClient-facing work may occur on-site or in the field, depending on the role and program needs, and may include appointments, sessions, engagements, support services, client-present coordination of community resources/services, and other direct service activities. \nThis expectation may flex to accommodate operational needs, client availability, safety concerns, or urgent program priorities while still meeting performance expectations.\n Employees must maintain confidentiality, work from a professional/private environment, complete assigned tasks and documentation on time, and track time accurately.\n\n \nPosition Qualifications:\n\nStrong relationship-building skills.\nExcellent organizational and time management skills.\nExceptional attention to detail.\nOutstanding written and verbal communication skills.\nBachelor’s degree in social work, public policy, public health, business administration, accounting or related degree required.\n3 years of experience in contract management and/or contract review and/or grant writing for a government audience at a 501(c)3 non-profit is desired.\nWorking knowledge of contracting and compliance issues for local, state, and federal funders is desired.\nComputer proficiency in the use of Microsoft and database applications.\nMust pass LiveScan screening and TB test.\nSalary contingent upon skill and experience.\n\n \nPhysical Qualifications:\n\nThe physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.\nWhile performing the duties of this job, the employee is regularly required to sit at their desk for an extended period, use hands to finger for computer keyboard input, handle or feel objects, tools, or controls, and reach with hands and arms.\nThe employee frequently is required to talk or hear.\nThe employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. \nMobility to use standard office equipment, including a computer, vision to read printed materials, a computer screen, and hearing and speech to communicate in person and over the telephone.\n\nCompensation & Benefits:\n\nFlexible, dynamic work environment.\n100% premium paid for employee Kaiser health and dental care.\nMatched 403b retirement savings.\n11 paid holidays, plus 3 floating holidays.\nAbility to accrue 2-4 weeks' vacation depending on tenure.\nLife insurance and Employee Assistance Program.\n\n \nWe are an equal-opportunity employer. If you're a good fit, we want to meet you!\n \n* Please be advised that we are unable to provide sponsorship for this position. The nature of the work at Hope Solutions does not qualify us to support sponsorship. Only candidates authorized to work in the USA without the need for sponsorship will be considered.