OST Contracts Manager

OST Contracts Manager

PHMC, a non-profit public health institute, serves as the intermediary entity for the City of Philadelphia Department of Human Services' Out of School Time Project (DHS OST) and the Mayor's Office of Education Extended Day/Extended Year Initiative (MOE EDEY). In this role, PHMC manages a citywide network of more than 65 contracted providers that deliver approximately 180 programs across 145 school- and community-based locations.

PHMC's OST Intermediary provides program monitoring and support, contract oversight, data management, and fiscal oversight to the network of OST and EDEY providers. Combined, these two initiatives support approximately 9,500 youth in grades K-12 through after-school, before-school, and summer programs throughout the city of Philadelphia. The project aims to provide high-quality out-of-school-time programming to improve life skills, increase academic engagement, expand enrichment opportunities, and prepare youth for higher education and employment.

The Contracts Manager oversees the administration, invoicing, and fiscal reporting of the OST subcontracted provider. The Contracts Manager supervises the Contracts Specialists. The Contracts Manager ensures OST providers are supported to achieve contract deliverables, ensures timely payment for invoiced services, and develops systems that verify the accuracy of submitted budgets and invoices. The Contracts Manager serves as a key resource within PHMC's OST team to track provider-level fiscal and contract activities for the OST intermediary. This position reports to the OST Sr. Operations Manager and works closely with all other members of the OST management team. This position requires office and field-based activities.

Responsibilities

• Develop policies and procedures to support effective systems for generating, tracking, and maintaining timely and robust contract administration and provider payment activities.
• Creates and maintains organizational documents, protocols, and functions in compliance with applicable laws and regulations, funder requirements, and PHMC standards.
• Creates and enhances internal systems to ensure that OST providers meet all contract obligations and comply with OST requirements and relevant regulations.
• Ensures that systems for fiscal and administrative monitoring of provider activities meet contractual requirements, including ensuring timely and complete administrative reviews.
• Manages the collection and review of OST provider budgets, invoices, and expense reports, and develops systems to track the status of these activities.
• Creates tools, guidance documents, trainings, technical assistance sessions, and other resources to ensure that Contracts Specialists and provider agencies have a shared and accurate understanding of, and can successfully comply with, OST provider contract rules, protocols, and guidelines.
• Reports on OST provider contracts and compliance activity to internal and external audiences.

• Provides quarterly assessments and forecasts of fiscal metrics for OST subcontracts against budget, financial, and operational goals.
• Reflect on data and information and make recommendations to improve the satisfaction of the OST provider community as it relates to various OST projects, programs, and services.
• Support the OST Team in aligning development and use of Cityspan with other OST documentation, data management, and communication tools.
• Establish metrics for compliance activities and identify ways to improve effectiveness.
• Ensure effective implementation of OST compliance systems.
• Support providers to develop and implement internal procedures that align with the standard operating procedures (SOP).
• Collaborate with the School District of Philadelphia Office of Resource Management staff members to support implementation of SDP-OCF-MOE-PHMC partnership objectives.
• Develop and monitor plans of correction when needed.

• Recruits, trains, mentors, and supervises a team of 3-5 OST Contract Specialists using clearly established performance expectations.
• Supervises and evaluates direct reports through observation, meetings, and data reviews.
• Maintains oversight of staff to ensure timely provider contract development, execution, and payment of invoices within contractually obligated timelines.
• Ensures the accurate coding of expenses to budget accounts and the processing of payments within contractually defined timelines.
• Ensures that contract rules, protocols, and guidelines are applied consistently by all Contracts Specialists.
• Ensure Contracts Specialists complete administrative reviews for each OST site.
• Review and analyze data to identify any staff problems in areas such as accuracy and consistency with required contract documentation, provider budget approvals, and quarterly expense report approvals.
• Establishes and maintains effective performance management and professional development processes for all direct reports as part of the commitment to excellence.
• Provides guidance and leadership to staff to emphasize the importance of the program achieving high standards of quality.

• Serve as compliance liaison for both internal and external partners.
• Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations.
• Participate in agency or team meetings, as required.
• Perform any other agency-related duties or special projects as directed by the supervisor.

Skills

• Understanding of legal provisions and regulations applicable to the delivery of social services to children and youth.
• Knowledge of administrative, auditing, bookkeeping, and accounting principles and practices as they relate to the operation of non-profit programs and services.
• Experience with data management information systems (MIS) and a high level of proficiency in navigating MIS reports and data output, including exporting and analyzing data.
• Technologically proficient, specifically in Microsoft Excel, Word, PowerPoint, and Outlook.
• Ability to evaluate the effectiveness of administrative processes and make improvements continuously.
• Ability to facilitate the coordination of multiple tasks and manage a variety of projects simultaneously.
• Ability to relate to diverse program environments and people of diverse cultures.
• Willingness to adapt to changing work demands.
• Ability to work collaboratively with team members, providers, and stakeholders.
• Excellent oral and written communication skills.
• Strong analytical and organizational skills, ability to multitask, and work independently.

Experience

• Minimum five (5) years of direct experience in nonprofit program fiscal management, including budgeting and financial reporting.
• Minimum two (2) years supervisory experience.

Education Requirement

• A bachelor's degree in business administration, public administration, social services, or a related field is required
• Master's Degree preferred

PHMC is an Equal Opportunity and E-Verify Employer.