Contracts and Procurement Manager

Job Description

Job Description

The Massachusetts League of Community Health Centers (League) was founded in 1972 as one of the country's first state Primary Care Associations (PCAs). Established under the same federal authorizing legislation as the health center program (Section 330 of the Public Health Service Act), PCAs are organized around a set of core functions and competencies that provide a framework for support and assistance to health centers and the communities they serve. The League is a non-profit 501(c)(3) organization registered as a public charity with the Secretary of the Commonwealth. It maintains a professional staff at its headquarters in Boston and its training center in Worcester.

Position Summary:

The Contracts & Procurement Manager will play a crucial role in upholding regulatory compliance and mitigating potential risks within the PCA and its subsidiaries. This position offers a unique opportunity to contribute to the enhancement of organizational processes, compliance, and risk management frameworks across Massachusetts and beyond. This role would support the MLCHC as well as IHE, CPG, and CSP as referenced above. This position reports directly to the Senior Associate General Counsel.

The Contracts & Procurement Manager will prepare, review, negotiate, and administer contracts and solicitation requests, and shall serve as the main point of contact for all contract request assignments and managing the League's contract and document management software system (as well as a future contract and document management software that the League may transition to). The Contracts & Procurement Manager will also be responsible for managing the entire procurement process, from identifying and analyzing business needs across different departments, to negotiating and administering contracts with vendors, developing and distributing solicitations for bids from vendors (e.g. RFPs, RFQs, etc.), and ensuring that all legal and compliance standards are met including but not limited to federal procurement guidelines. A more detailed list of duties and responsibilities is below. This list is not exhaustive, and responsibilities may evolve to meet organizational needs.

Supervisory Responsibilities: None.

Duties/Responsibilities: The following duties and responsibilities are not exhaustive, and responsibilities may evolve to meet organizational needs.

• Contracts Management and Operations Duties and Responsibilities:
  • Serve as the primary negotiator on all grants and contracts, including but not limited to negotiating budgets and indirect cost rates, as appropriate.
  • Maintain and manage the contracts database, which includes but is not limited to: a) managing the folder structure (re-organizing folders and moving files as appropriate, etc.); b) creating parent-child and other relationships within contract management software for existing contracts; c) renaming existing contracts to current file name standard so that they are easily searchable ; d) uploading and documenting executed contracts sent outside of DocuSign; e) maintaining accurate metadata for files.
  • Assist attorneys with contract request assignments, as needed, including periodically checking contract management software to ensure that all requests have been assigned to the appropriate attorney, ensuring that the contract management allocation tracker is up-to-date in coordination with the attorneys, and providing other assistance as needed at the direction of the attorneys.
  • Review contracts against Vendor Risk Assessment Checklist, including but not limited to reviewing quality standards, budget, and other considerations, and raise up any issues or potential issues pertaining to budgetary issues, procurement issues, compliance with contract terms, etc.
  • Serve as the main point-of-contact and file locator for all League files and contracts.
  • Prepare and present a monthly report to Senior Leadership on executed contracts and contract requests.
  • Coordinate with IT or vendor on technological solutions that address situations or challenges that may arise regarding the contracting process.
  • Identify and escalate potential compliance or operational risks associated with vendor contracts, procurement practices, or contract performance.
  • Support internal audits, external audits, and compliance reviews related to procurement and contracting activities.
  • Play a pivotal role in researching and investigating potential other contract management software for the League to transition to, as well as oversee RFP/RFQ process, as set forth in more detail below.

• Procurement Duties and Responsibilities:
  • Serve as the primary procurement official for all grants and contracts, including but not limited to overseeing and managing the procurement process, which includes preparing, reviewing, and revising, as needed, all procurement solicitations (RFPs, RFQs, etc.) and sole source justification memos where appropriate.
  • Ensure adherence and compliance with organizational, as well as state and federal procurement policies, legal regulations, and industry standards.
  • Ensure procurement decision documentation and checklist is completed accurately and in conformity with regulatory guidance, including but not limited to confirming that debarred or suspended vendors are excluded from contracting.
  • Work with departments/divisions to ensure that procurement under grants adheres to federal and state procurement requirements.
  • Review and evaluate cost proposals and pricing information, including performing a needs assessment for goods and services needed across different departments as well as for IHE, CPG, and CSP.
  • Compare bids from vendors and determine, or assist with determination, to whom contracts will be awarded. This includes assisting with evaluating vendor proposals based on price, quality, delivery time and other designated criteria, as well as ensuring that all requirements of the solicitation request are or have been met.
  • Evaluate competence of vendors and review their invoices for accuracy. Troubleshoot any outreach needed on delivery or invoicing issues.
  • Track all contract start and termination dates as well as dates of deliverables and reach out to appropriate Department Head and attorney, as needed, regarding renewal of contracts, contract deadlines, termination dates, and renewal dates.
  • Providing technical assistance, as needed, to community health centers and internal staff on federally funded procurement.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Extensive knowledge of federally funded procurement requirements, including, but not limited to, Uniform Guidance/2 CFR Part 200.
• Extensive knowledge of contract principles and procedures.
• Excellent organizational skills and attention to detail.
• Excellent administrative skills.
• Excellent written and communication skills.
• Proficient in Microsoft Office Suite or similar software.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Competencies/Skills:

• Strong analytical and problem-solving skills.
• Excellent communication skills, both written and verbal.
• Ability to work collaboratively with diverse stakeholders.
• Strong technical capabilities and ability to pick up new software quickly.
• Familiarity with healthcare audit tools and software.
• Highly desiring experience in the following areas:
  • Federal regulations governing U.S. Department of Health and Human Services (HHS) agency grantees.
  • Federal regulations governing Group Purchasing Organizations (GPOs).
  • Federal regulations governing entities conducting human subjects' research.
• Experience or familiarity with managing a contract lifecycle management software.
• Experience with DocuSign preferred.

Education/Experience:

• Bachelor's degree in Healthcare Administration, Business, or a related field are required. Juris Doctor or similar advanced degree in law, business, or healthcare management highly desirable, but not required.
• 2-3 years of experience in procurement, compliance or risk management within the healthcare sector.
• Knowledge of federal and state healthcare regulations and compliance standards.

What We Offer

The Massachusetts League of Community Health Centers offers a comprehensive and competitive benefits package, including:

• Hybrid work schedule: 2 days in-office and 3 days remote
• Medical, dental, and employer-funded HRA coverage
• Employer-paid life, short-term, and long-term disability insurance
• Optional supplemental life insurance
• Flexible Spending Accounts (FSA)
• 403(b) retirement savings plan with potential employer contribution
• Transit reimbursement program
• Generous paid time off, paid holidays, sick leave, and additional leave benefits

Benefits eligibility and coverage may vary based on employment status and plan provisions.

The Massachusetts League of Community Health Centers is an equal opportunity employer committed to a workplace that reflects the diversity of the people of Massachusetts, including populations most impacted by health inequities.

It is the policy of the Massachusetts League of Community Health Centers to provide equal employment opportunity to all employees and applicants for employment without regard to race, sex, sexual orientation, gender identity or expression, color, creed, religion, national origin, age, disability, marital status, parental status, family medical history or genetic information, political affiliation, military service or any other non-merit based factor in accordance with all applicable laws, directives and regulations of federal, state and city entities