Contract Manager

Job Description

Job Description

Company Overview

Health disparities among New Yorkers are large, persistent, and increasing. Public Health Solutions (PHS) exists to change that trajectory and support underserved New Yorkers and their families to achieve optimal health and build pathways to reach their potential. As the largest public health nonprofit serving New York City, we improve health outcomes and help communities thrive by providing direct services to underserved families, supporting community-based organizations through our long-standing public-private partnerships, and bridging the gap between healthcare and community services. To learn more about our work, please visit healthsolutions.org.

Program Description:

Public Health Solutions receives and administers hundreds of millions of dollars from Federal, New York State (NYS), New York City (NYC), and private funding sources to improve public health and human services. PHS administers funds on behalf of external partners as well as internal programs through contracts with small, medium, and large non-profit organizations located in all five boroughs of New York City. Current contracts, to name a few, support CDC HIV Prevention, CDC Emergency Preparedness, ASPR Hospital Preparedness, HRSA Ryan White Part A services for people living with HIV/AIDS, NYS Medicaid expansion services, and NYC substance use prevention services.

Summary of the Position:

Reporting to a Portfolio Manager, the Contract Manager is responsible for all aspects of the contracting processes. The Contract Manager will coordinate with internal and external stakeholders, monitor contractor performance and spending, and provide technical assistance to promote effective program implementation.

Specifically, the Contract Manager will have the following key responsibilities :

Oversight and Management:

• Manage all aspects of the contract lifecycle, including advising on solicitations, negotiating scopes of work and budgets, executing contracts and amendments, conducting ongoing monitoring, and performing closeout duties.
• Develop and maintain positive relationships with contractors and internal and external partners, ensuring clear communication of expectations and requirements.
• Ensure compliance with funders’ regulations
• Maintain comprehensive contract files and documentation.
• Ensure timely reporting and compliance with funding requirements, including financial and programmatic reporting.

Financial and Performance Monitoring :

• During contract negotiation, review and advise on proposed budgets and scopes.
• Throughout the contract term, monitor spend-down and adherence to approved budgets. Work with contractors to address any issues or discrepancies and modify budgets as needed and appropriate.
• Ensure that expenditure reports submitted by the contractors are accurate, complete, and in compliance with applicable regulations (e.g., Federal 2 CFR 200). This includes but is not limited to reviewing expense invoices and ensuring that costs are allowable, allocable, and reasonable.
• In coordination with external and internal partners, review progress reports to track milestones, deliverables, and other performance metrics to ensure the contractor meets its goals and objectives.
• As needed, facilitate site visits and draft associated reports.

Provide Technical Assistance and Address Issues

• Provide guidance to the contractor when appropriate to ensure that the contract is managed in compliance with the terms and regulations.
• Help resolve issues or challenges, including developing corrective actions plans.

Close-Out and Final Reporting

• At the end of each budget and project period, ensure that the contractor submits final performance and financial reports and has met all reporting, invoicing, and deliverable requirements.

Perform Other Related Duties as Assigned

Qualifications and Requirements:

• Bachelor’s degree or equivalent in public health, public administration, or related program or contract monitoring experience with minimum 3+ years of work experience.
• Experience reviewing and negotiating scopes of work, budgets, payment requests, and programmatic data.
• Knowledge of post award grant management procedure and public health service provision in non-profit organizations.
• Ability to learn quickly, manage multiple obligations, proactively problem-solve, and provide timely and clear updates to supervisors.
• Excellent attention to detail, organizational skills, and the ability to manage multiple contracts simultaneously.
• Ability to communicate complex information clearly and effectively with stakeholders at all levels.
• Ability to manage relationships appropriately and effectively with internal and external stakeholders and contractors for the optimal resolution of contract issues.
• Proficiency in Microsoft Office required. Experience with contract lifecycle management systems (e.g., Agiloft) a plus.

Benefits:

• Hybrid Work Schedule.
• Generous Paid Time Off and Holidays.
• An attractive and comprehensive benefits package including Medical, Dental and Vision.
• Flexible Spending Accounts and Commuter Benefits.
• Company Paid Life Insurance and Disability Coverage.
• 403(b) + employer matching and discretionary company contributions.
• College Savings Plan.
• Ongoing trainings and continuous opportunities for professional growth and development.

At PHS, we place immense value on diversity within our teams, understanding that varied backgrounds and experiences significantly enhance our community and propel us toward our goals. If you find you don’t have experience in all the areas listed above, we still encourage you to apply and share your background and experiences in your application. We are eager to discover how your unique perspective can bring positive transformations to our team and help advance our mission of creating healthier, more equitable communities.

We look forward to learning more about you!

PHS is proud to be an equal opportunity employer and encourages applications from women, people of color, persons with disabilities, LGBTQIA+ individuals, and veterans.

Monday - Friday 9am-5pm
35 hours per week