Description

Job Summary

The Contract Administrator will support the Compliance Department in overseeing the creation, negotiation, signing, and upholding of contracts and ensuring contractual compliance in accordance with organizational policies, customer requirements, state and federal laws and regulations, and ensure all contracts are accurately tracked in the database. This position will track policies and procedures for Heartspring’s annual renewal and updating needs, along with working cross departmental to support the creation and review of new policies and procedures. 

This position will serve as a central point of contact and address contractual questions to internal and external customers, communicate updates, identify concerns, and work to resolve contractual issues; represent Heartspring’s unwavering commitment to provide world-class education, therapies, and supportive services to children and youth who have intellectual disabilities, developmental disabilities, and other special needs. 

Essential Duties and Responsibilities

• Administer, monitor, extend, negotiate, and support contract processes for school and vendor contracts in accordance with organizational policies, state and federal laws, and customer requirements. 
• Ensure contracts are reviewed and renewed in a timely manner. 
• Support risk reviews for contracts and ensure terms and condition compliance. 
• Ensure that all Purchase Orders and contracts are placed in accordance with defined organizational processes.
• Maintain databases to ensure all information and contract databases are up-to-date and accurate.
• Build relationships with internal and external stakeholders, particularly the Directors, and finance, to ensure the best outcomes for the contract.
• Advise Directors of contractual obligations; compile and analyzes data; and maintain historical information.
• Prepare and disseminate information throughout the organization regarding contract status, compliance, modification, deviation, negotiation, and termination.
• Prepare and track policies and procedures through the process of creation, review, and updates through a policy database.

Requirements

Educational, Experience, and Licensure Requirements

• Bachelor’s degree in business administration or related business discipline or the equivalent combination of education, professional training, or work experience.
• Minimum of 2-4 years of related experience in contract and subcontract administration.

Required Knowledge and Skills 

• A strong commitment to the mission of Heartspring. 
• Must exhibit the highest professional integrity and ability to work confidentially with discretion.
• Demonstrated experience of working effectively in a team environment with a customer service focus.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the community. 
• Experience with contract management and negotiation (preferred)
• Working knowledge/understanding of Non-Public School requirements
• Business acumen with the ability to think critically and develop creative and practical solutions.
• Working knowledge of a variety of contract types.
• Strong writing and time management skills.
• Attention to detail and organization.
• Highly adaptable to change
• Ability to multi-task and operate in a fast-moving environment.
• Other duties as assigned
• Initiative to learn new skills as needed