Contract Coordinator

Company Overview:

Health disparities among New Yorkers are large, persistent, and increasing. Public Health Solutions (PHS) exists to change that trajectory and support underserved New Yorkers and their families to achieve optimal health and build pathways to reach their potential. As the largest public health nonprofit serving New York City, we improve health outcomes and help communities thrive by providing direct services to underserved families, supporting community-based organizations through our long-standing public-private partnerships, and bridging the gap between healthcare and community services. To learn more about our work, please visit healthsolutions.org.

Program Description:

Contracting and Management Services (CAMS), a division of PHS, administers millions of dollars in public health funding including Federal, State and City government funding, to improve public health and human services for vulnerable communities. Since 2002, PHS has supported the New York City Department of Health and Mental Hygiene (NYC Health Department) as its bona fide fiscal agent for the Public Health Emergency Preparedness grant. As the bona fide fiscal agent PHS receives and expends grant funds on behalf and at the direction of the NYC Health Department, procures goods and services, recruits staff, maintains the budget, prepares and submits to grantors required fiscal reports and budget modification requests.

Summary of Position:

Reporting to the Portfolio Manager, the Contract Coordinator is responsible for supporting the management and administration of all funding agreements and works in close collaboration with Government Programs Department colleagues and managerial staff but not limited to all other CAMS and internal PHS departments as required for contract payments, compliance, purchase requisitions and contract administration.

Specifically, the Contract Coordinator will be responsible for:

• Leading the review and monitoring of funding agreement budgets/expenditure reports to ensure accuracy and timely obligation and spend-down of funds. Liaise with internal and/or external stakeholders if discrepancies are found.
• Leading the review and processing of funding agreement expenditures and requests including but not limited to purchase requisitions, purchase orders (PO), check requests, and invoices/payment vouchers for both POs and contracts to ensure compliance with all relevant Federal, State, City, and other funder regulations and follow all PHS internal controls. Maintain and review internal tracking to ensure records match internal budgets and external client tracking systems. Communicate with internal and/or external stakeholders if discrepancies are found.
• Reviewing contracts/agreements, amendments, scopes of work, and other contract related documents.
• Participating in internal and external budget meetings: providing expenditure updates, input related to processing and monitoring, and suggested solutions or improvements to issues as they arise.
• Collaborating with the Contract Managers for contractor payment voucher review. Provide technical assistance to clients/external stakeholders for payment voucher issues.
• Communicating with external clients/vendors as needed to follow-up on contracts and payments, Participating in meetings and trainings.
• Performing various administrative tasks as needed during periods of high volume such as fiscal year close-out and during emergencies.
• Collaborating with Government Programs team on any ad hoc projects as needed.

Qualifications and Experience:

• Bachelor’s Degree or equivalent in Human Services, Public Health, Public Administration or related field; strong relevant experience may substitute for degree or a minimum of 2 years of public health, public administration, or related program or contract monitoring experience.
• Must be organized and detail oriented.
• Knowledge of grants management, community health, and human services in non-profit organizations preferred.
• Possess strong analytical skills, fiscal aptitude and excellent written and verbal communication.
• Hold fundamental fluency of MS Excel, including the ability to create and edit tracking sheets, collect and store data, and review fiscal budgets pertaining to the program.
• Proficient level in MS Word to perform editing, proofreading, and formatting functions.
• Fundamental knowledge of Adobe Sign/PDF functions or any e-signature applications.
• Ability to work productively in a high-pressure, deadline-driven environment.

• Salary: $65,000.00 - $67,000.00

At PHS, we place immense value on diversity within our teams, understanding that varied backgrounds and experiences significantly enhance our community and propel us toward our goals. If you find you don’t have experience in all the areas listed above, we still encourage you to apply and share your background and experiences in your application. We are eager to discover how your unique perspective can bring positive transformations to our team and help advance our mission of creating healthier, more equitable communities.

We look forward to learning more about you.

PHS is proud to be an equal opportunity employer and encourages applications from women, people of color, persons with disabilities, LGBTQIA+ individuals, and veterans.