Program Manager: Contracts

ABOUT THE CONTRACTS PROGRAM MANAGER

The position will support grants and contracts implementation at IPHI and coordinate with contractors and consultants to ensure contracts are accurate, properly executed, and consistent with the terms of the original grant.

This contracts manager will play a key role in supporting the Program and Administration teams to ensure timely executive of grant deliverables and will provide support to contracted partners to ensure grant and contract compliance.

This is a full-time, exempt position with a standard 37.5-hour workweek.

To apply: Complete applications must include a resume, cover letter, writing sample that highlights the breadth of your writing - ideally one that showcases a storytelling or narrative voice and one that reflects a more academic or technical style, and completion of an online questionnaire. Only complete applications will be reviewed. The cover letter should compare your qualifications, experiences, and interests to the duties, responsibilities, and qualifications listed below for the position. Applications will be considered on a rolling basis until the position is filled. Click the apply button above.

DUTIES AND RESPONSIBILITIES

Grant Agreements and Contracts Management

• Support the life cycle of grant agreements and contracts including but not limited to the execution and delivery of sub-grants and contracts, reporting, and closeout of the agreements as obligations are fulfilled and/or agreements are terminated.

• Manage contracting requirements for contractors and partners, including reviewing agreements, coordinating required documentation, monitoring deliverables, and addressing compliance issues in collaboration with program leadership.

• Maintain understanding of state grants and Medicaid contracting requirements to ensure contracting supports align with grant and Medicaid compliance requirements.

• Work with the Chief Operating Officer, Director of Contracts, program staff, and finance team to draft contracts, ensure they include the assigned contract numbers, manage requested modifications, and process for signature for contractors, consultants, and sub-grantees.

• Track and maintain status of subcontracts/sub-grants, request and track the completion of W-9 and ACH forms by subcontracts/sub-grantees, and work with Center Director/Finance team to address any amendments/concerns/changes from subcontracts/sub-grantees.

• Support sub-grantees to understand and comply with federal and state sub-grant terms and conditions.

• Reviews awarded grants and contracts for terms and conditions; maintains tracking log; review accompanying budgets for accuracy with proposal; and meets regularly with the Finance team to ensure consistency and accuracy

• Interprets and applies federal and state laws and regulations for compliance of grants and contracts.

• Identifies potential risks in contractual agreements and consults with the Director of Contracts as necessary to understand and mitigate liability to IPHI.

Grant and Budget Management

• Track, manage, and initiate internal accounts payable process for invoices from contractors, consultants, and sub-grantees.

• Track grant spending across program years to ensure alignment with budget in collaboration with the program and finance teams

• Ensure all sub-grantees meet cost principles and federal compliance, administrative and audit requirements

• Support sub-grantees to administer their sub-grant, potentially including but not limited to providing consultation and technical assistance on grant management, grant tracking and monitoring, accurate and timely payments and reconciliations, budget monitoring and reporting.

• Collect, organize, and file program reports from contractors, consultants, and sub-grantees; assist with summarizing/aggregating reports

• Prepare, review and process funders' correspondence to request approvals, waivers, funding notifications, modification requests, etc. Manage contractual communications

• Review documents for completeness, accuracy, and adherence to funder requirements

• Liaise between IPHI's Finance and Administrative Team and the Program Team; Assist the Finance Team to support project financial management.

• Provide responsive, professional support to colleagues and external partners, addressing requests accurately and promptly.

Continuous Quality Improvement

• Work with the Director of Contracts and Administrative team to improve processes and procedures, including refinements to templates.

• Help optimize technology to better collaborate with colleagues/partners

• Serve as a liaison to program staff, providing guidance and support.

Project Administration and Management

• Work closely with the Center Director and Senior Program Managers to ensure progress on implementation of program work plans and strategy.

• Develop a working knowledge of program needs that guide the work including narrative, budget, work plans, deliverables, reporting requirements, and associated timelines.

• Create and maintain information related to project domains and information related to tracking projects, resources, and deliverables relevant to the work of Center programs.

• Develop content and lead program activities such as online meetings, webinars, conference calls, and in-person engagement events to accomplish project goals.

• Administrative tasks may be included as part of the execution of project activities.

Continuous Improvement and Evaluation

• Identify and recommend program improvement opportunities to deepen impact, create capacity, promote operational efficiencies, and/or improve budget management

• Support the development of evaluation tools and implement program evaluation and reporting requirements

• Work with directors to identify and solve problems, address barriers, integrate health equity across work streams, and make connections between IPHI and partner initiatives.

Relationship Management and Communication

• Initiate, manage, and deepen relationships with program partners, key stakeholders, and collaborators to leverage expertise, advance program goals, and negotiate solutions to identified problems.

Strategy, Planning and Program Development

• Identify opportunities and implement strategies to partner with and advance collaborative initiatives with other Center programs and partners.

• Promote and support capacity development among partners by providing insights, information, and solutions.

• Apply health equity frameworks and tools to program planning, systems development, partnership and engagement strategies, and evaluation.

• Participates in grant development by providing support in development of drafts and proposal narratives and assisting in developing program budgets.

Other duties as assigned.