Contracts manager Jobs in Santa Clara, CA

Position Summary

Emergency care is the only health care available to anyone in the U.S., regardless of ability to pay. The Bridge Center (Bridge) aims to build on this promise by bridging emergency care and community health to create an integrated system that improves health and equity. Using a social emergency medicine approach, we support emergency providers and their community partners with tools, training, and technical assistance to help them better serve people traditionally excluded from the healthcare system. Launched and expanded initially in California and now throughout the United States, our addiction programs increase access to medication for addiction treatment (MAT) from emergency departments (EDs) and paramedics. Our sexual health program increases public health equity and provides immediate care for people at highest risk for syphilis, HIV, and HCV. Our reproductive health work builds the capacity of America’s EDs to serve as reproductive health safety nets. Bridge is a program of the Public Health Institute (PHI).

Bridge is hiring a Program Administrator III on our operations team, which provides the critical administrative support that makes Bridge’s multiple programs possible. The successful candidate will work across several of our programs, supporting innovative work that improves care for people when they need it most.

The Program Administrator will lead contract administration and other operations and administrative functions. The Program Administrator will be responsible for the full scope of the program’s external contracting activities, including developing and managing contracts, processing payments, invoices, and expenses, and monitoring and communicating about contracts. Under the direction of the Operations Director, the Program Administrator will manage routine operations activities and supervise the program’s two Operations Program Associates.

This is a full-time (1.0 FTE) position with a schedule of 40 hours / week. The position is primarily remote and open to CA-based candidates only. The incumbent of this position must be able to travel to Oakland, CA 2-4 times a year.

The full salary range for this position : $91,910 to $137,348 per year. The typical hiring range for this position is from $91,910 (minimum) to $114,629 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience, as well as budget availability.

Essential Duties & Responsibilities

Agreement Administration

Provide leadership to ensure consistent oversight and management of contractual obligations.

• Lead large-scale procurement processes and systems such as requests for applications (RFAs) and requests for proposals (RFPs) to implement grant programs in accordance with PHI policies and processes.
• Lead external contracting by developing, processing, tracking, and managing contracts with external parties (i.e., consultants, subcontractors, vendors, and program partners) in collaboration with PHI’s Office of Research and Agreement Administration (ORAA) team.
• Liaise with PHI’s Grants and Contracts Department and the Office of the Chief Legal Counsel on oversight and compliance matters related to the management of contracts.
• Maintain deliverables and payment trackers for contracts / subcontracts and work with Bridge staff to ensure deliverables and invoices are submitted according to the subcontract payment schedule.
• Advise and collaborate with Bridge staff to prepare subcontractor and consultant SOWs, payment schedules, deliverables reporting forms, and systems and tools for deliverables progress reporting.
• Advise and collaborate with other teams on RFP processes, vendor sourcing and management, and other procurement needs.
• Utilize the program’s Zoho database for program administration purposes, such as tracking agreements and payments; support the program team by creating reports and other database functions; and participate in the Zoho workgroup.

Grant and Contract Administration

Ensure timely, accurate, and consistent oversight and coordination of program’s grant and contract deliverables.

Finance

Oversee processing and tracking of payments and expenditures.

Operations

Lead the day-to-day operations functions and process improvements.

Management

Provide leadership and supervision for Program Associates, supporting their performance and goals.

Minimum Qualifications

Other Qualifications

PHI / Bridge is committed to advancing social and racial justice through our work with health care systems. We recognize the value of having a staff that brings a wide range of perspectives to this work based on language, ethnicity, race, gender, socio-economic background, political beliefs, sexual-orientation, and disability. We believe that the lived experiences of our employees and their unique ideas inspire innovative solutions. Black, Indigenous, People of Color, LGBTQIA+, and people with disabilities and lived experience with substance use are strongly encouraged to apply.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal / state / local laws, the employee may be classified as nonexempt.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.