Role Overview & Mandate
Executive Summary
Position Summary: Reporting into the Chief Operating Officer, the Contract Administrator is primarily...
Reviewed by Compensation & Visa Analysts •
Sources: USCIS E-Verify & Home Office CoS
Position Summary:
Reporting into the Chief Operating Officer, the Contract Administrator is primarily responsible for the review and analysis of all contracts and supports the overall contract process. The Contract Administrator documents deadlines and keeps stakeholders on track, identifies potential contract risks, establishes protocols with appropriate stakeholders, standardizes contract templates and develops processes for monitoring compliance. The Contracts Administrator is an excellent communicator and collaborator, is skilled at contract negotiations, works well managing timelines, and has an eye for detail.
Primary Duties and Responsibilities:
- Actively monitor deliverables, grant/contract balances and performance goals.
- Perform reviews of incoming program contracts and grants including notifying staff of receipt, contract scope, budget, and provisions, and outlining compliance provisions to ensure they can be adhered to.
- Ensure all reports, invoices, modification, and renewals are in compliance with schedules stipulated in the grant or contract awards.
- Analyze efficiency of current program operations and business processes and makes detailed recommendations for improvement.
- Participate in program and policy development, providing feedback and workflow analysis.
- Assist with grant proposals in response to local and federal government RFPs for program funding.
- Support annual organizational audit and random contract audits.
- Reviewing and drafting contracts: You may be responsible for reviewing and drafting contracts between your organization and its clients, vendors, suppliers, or other parties.
- Negotiating contracts: You may be responsible for negotiating the terms and conditions of contracts with other parties, such as the price, delivery schedules, and performance standards.
- Ensuring compliance: You may be responsible for ensuring that all parties involved in a contract comply with its terms and conditions, including the delivery of goods or services and payment schedules.
- Managing contract changes: You may be responsible for managing changes to contracts, such as extensions, renewals, or modifications, and ensuring that the changes are properly documented and communicated to all parties involved.
- Monitoring contract performance: You may be responsible for monitoring the performance of all parties involved in a contract, including the quality of goods or services delivered, compliance with timelines, and adherence to agreed-upon standards.
- Resolving contract disputes: You may be responsible for resolving disputes that arise between parties involved in a contract, such as issues related to delivery delays or quality problems.
- Maintaining contract records: You may be responsible for maintaining accurate and up-to-date records of all contracts, including their terms and conditions, amendments, and related documents.
- Providing contract-related support: You may be responsible for providing support to other departments or individuals within your organization regarding contract-related matters, such as legal issues, compliance, and contractual obligations.
ECS will consider for employment qualified applicants with arrest and conviction records as consistent with San Francisco's Fair Chance Ordinance.
ECS celebrates diversity, equity, inclusion and belonging and is an equal opportunity employer committed to creating an inclusive environment for all employees.
Requirements:
- Bachelor's degree in business, finance, law, or a related discipline preferred and at least 3 years prior experience in a related field preferably in a non-profit setting
- Exemplifies knowledge of contract law, accounting principles and finance
- Has strong negotiation and mediation skills
- Possesses superior attention to detail in order to spot inconsistencies in contracts
- Has previous experience in customer service and strong communication skills
- Able to work productively independently and as part of a team
- Must have excellent analytical thinking skills and problem-solving abilities
- Previous experience as a project manager, or coordinating large projects is an asset
- Should exhibit strong organizational and time management abilities
OTHER:
Must secure finger image screening and annual TB screening. Must be able to meet physical requirements test. Will honor and abide by rules of the position. This position will also require use of the computer and telephone, including long periods at a desk and/or computer terminal; bend and lift up to 40 lbs. Will honor and abide by Episcopal Community Services rules and regulations, including confidentiality. Must provide proof of COVID vaccine including booster.
