Contract Manager

Contract Manager

 

PHFE Management Solutions, also known as Public Health Foundation Enterprises, is one of the nation's leading 501(c)3 nonprofit fiscal sponsors. Established in 1968, PHFE provides infrastructure management and support services to nonprofit, government and community-based organizations throughout the country.


SUMMARY

 

Due to the highly unique characteristics of each project, specific duties may vary. However, as a general nature the position analyses, directs, supervises, trains, services and manages project teams, contracts, programs, funds and projects as assigned and selected from the time of incubation and inception, to funding, to implementation, and to conclusion by performing the following duties personally or through subordinate personnel.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

 

The core responsibilities of a Contract Manager are threefold: Contract Management, Customer Service and Revenue Generation. To assist in the performance of these responsibilities, the Contract Manager performs the following duties:

 

Contract Management Services:

Responsible for overall supervision of their project teams and the projects and programs assigned to them.

 

Maintains the highest level of integrity concerning the input and maintenance of all data  

into Goldmine (or other organization database) for all contracts, grants and related

program information, ensuring all data is constantly kept current and up to date.

 

Assist in the preparation, development and submittal of project proposals, RFPs, RFAs, bids, budgets and reports as necessary.

 

Develop and negotiate terms and conditions of awards, establishing compliance and evaluation criteria, and reporting requirements.

 

Assists in preparation, management and monitoring of project expenditures, ensures budgetary integrity and control.

 

Oversees and assists programs with facilities planning and property purchased or leased for the project.

 

Oversees and monitors subcontracts.

 

Ensures project compliance with funding, contract and budget conditions, human resources and related issues, protection of human subjects in research projects, and deliverable requirements.

 

Prepares notes, reports and other documents for monitoring and reporting activities as required to ensure compliance with funding or other applicable regulations, or as directed for Foundation committee or Board meetings.

 

Assists projects in operational performance to ensure greater efficiency and effectiveness, including developing and recommending options and solutions and communicating issues to others in a clear, concise and deliberate manner to appropriate entities and persons.

 

Represents the organization in meetings and conferences in the public and private sector.

 

Develops and implements systems and procedures as necessary.

 

Monitors project costs, performance requirements, and delivery schedules to ensure completeness and accuracy.

 

Requests amendments to or extensions of contracts.

 

Customer Service:

 

Insure the organization is performing outstanding customer service through cultivation of enduring relationships with funders and projects by providing warm, friendly, positive and supportive services.

 

Direct team activities in conjunction with finance and human resources staff responsible for the management and administration of the project to ensure project needs are satisfied, including the conducting of site visits and attending project meetings as necessary.

 

Respects and maintains the highest level of professionalism and confidentiality.

 

Revenue Generation and Outreach:

 

Actively engage in outreach and information activities to identify and secure funding for projects and programs to meet PHFE and project revenue goals.

 

Individually and in conjunction with the Program Development Representative identify and locate funding resources and projects; meet with funding agencies, contractors and projects; engage in negotiations; assist in preparing grants and proposals, maintaining all information and activities in the organization’s database as directed.

 

Attends bidders conferences as needed.

 

Other duties as may be assigned.

SUPERVISORY AND TEAM DIRECTION RESPONSIBILITIES

Directly responsible for the functioning of the Project Team. Coordinates team problem solving techniques, site visits and team methodologies under the direction of the CEO or his/her designee. Supervises, guides, directs and oversees project team activities and project compliance. Ensures compliance with the organization’s policies and all applicable laws. Participates in the employee appraisal process of team members by providing information, suggestions and recommendations that will be given weight in the determination on team member’s performance, standards, cooperation and customer service.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty

  satisfactorily. The requirements listed below are representative of the knowledge, skill,

  and/or ability required. Reasonable accommodations may be made to enable individuals

  with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

Bachelor's degree (B. A.) from four-year college or university; or four years related experience and/or training; or equivalent combination of education and experience. Masters in Public Health or public health background preferred.

 

LANGUAGE SKILLS

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to write speeches and articles for publication that conform to prescribed style and format.  Ability to effectively present information to top management, public groups, and/or boards of directors.

 

MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of algebra. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

CERTIFICATES, LICENSES, REGISTRATIONS

Current California driver's license, and continuous proof of insurance as required by state law.

 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit; have dexterity; reach with hands and arms; and talk or hear.  The employee frequently is required to walk.  The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

 

WORK ENVIRONMENT

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions and radiation from computers.  The noise level in the work environment is usually moderate.

 

OTHER QUALIFICATIONS

 Intermediate to higher level of proficiency in Microsoft Office Suite products such as Word, Excel, PowerPoint, and Access; Intermediate to higher proficiency in ACT 2000 or other databases as used by the company. Intermediate proficiency in Impromtu/CP Reports.

 

OTHER SKILLS AND ABILITIES

 Must be able to travel up to 25% of the time; Requires flexibility in scheduling (Monday through Friday) and work hours including the ability to attend early morning and after hour meetings; Excellent interpersonal and communication skills required. A positive, high energy, warm, friendly, self-motivated style needed. Ability to meet deadlines, multi task, effectively delegate and work under pressure.