Contracts Administrator

3 weeks ago

Hayward, United States Tiburcio Vasquez Health Center Full time
Job DescriptionJob Description

About Us:

Tiburcio Vasquez Health Center is a non-profit community health center that is dedicated to promoting the health and well-being of our community by providing accessible, high-quality care by integrating primary care, dental care, WIC support, mental health counseling, community health education, and more.

Under the supervision of the Business Development Director, the Contracts Administrator serves as the primary for all contracts in the organization and supports post-award contract management needs. This role communicates with internal and external stakeholders on contract requirements and ensures all contracts are organized and compliant. This role will also monitor contract progress after execution, and will update records as needed.

Compensation: $25.50 - $27.00 per hour, depending on experience.

Responsibilities:

  • Serve as primary for all organization contracts (grant, vendor, partnership, HR, etc.)
  • Maintain detailed and organized contract files, in addition to ensuring an audit file for each contract which will include original contract, all correspondence including tracking version control of sequential contracts, changes/deviations, amendments, contract summary sheet, clarifications, payment, budgets, invoices, and reporting schedules.
  • Responsible for post award administrative contracts compliance; including ensuring reporting and communication and contract performance and supporting department directors and leadership staff in managing grant/contract requirements.
  • Prepare and disseminate information to appropriate employees and external contacts regarding contract status.
  • Document contract information in Salesforce to create and pull necessary reports, set-up email alerts, etc.
  • Responsible for coordinating with Facilities Department on requests for Certificate of Insurance for contracting and invoicing needs.
  • Follow contract transmittal process and utilize DocuSign to obtain signatures.
  • Support Director of Development and leadership in reviewing contracts and requesting language changes, revising the budget, and negotiating terms.
  • Attend budget and contracts meetings with internal leadership and external stakeholders.
  • Partner with HR department, support Business Development, Finance team, and department directors on budget changes, financial summaries for grant reports, and invoicing when required.
  • Help build and maintain contracting templates, such as contract summaries, checklist, process documents, etc.
  • Attend in-person and virtual external and internal meetings, as needed.
  • Other duties as assigned.

Requirements

  • Associate degree in Business Administration, Business Management, or related field required.
  • Bachelor’s Degree in public health, communications, business or equivalent preferred.
  • Minimum of two years experience as a contract administrator, or similar experience managing grants contracts, or legal documents.
  • Experience in Microsoft Office (Word, Excel, Outlook, SharePoint, Teams, etc.) required.
  • Experience with Salesforce preferred, but not required.

Qualifications:

  • Excellent organizational and administrative skills.
  • Excellent written and verbal communication skills.
  • Ability to read, analyze and interpret legal documents, financial reports, and technical documents.
  • Willingness to take initiative to learn new tasks.
  • Adaptable and able to respond effectively to changes in situation or information
  • Able to work effectively both independently and collaboratively.
  • Ability to travel to designated TVHC locations and assigned designations as assigned.
  • Ability to exercise good judgment and discretion when making programmatic decisions.

Benefits

We offer excellent benefits including: 100% paid medical (co-payments, prescription, premiums paid for), dental, vision (including dependent and domestic partner coverage), generous paid leave benefits including holidays, Flexible Spending Accounts, retirement plan with an Employer match, tuition reimbursement, monthly treats, pet insurance and more.

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