Senior Contracts Specialist

Overview

This opportunity is primarily “work from home,” but should be based within driving distance of one of these HMA offices (Chicago, IL; Okemos, MI; Washington, DC; and Atlanta, GA) for in office attendance when needed.

The Senior Contracts Specialist is responsible for supporting and managing the entire contracting lifecycle for HMA projects and clients. This includes pre-contract activities, ongoing contract management, and post-contract actions. This role involves taking on increased responsibility in contract management, providing guidance to more junior team members, and contributing to the continuous improvement of contracting processes.

Responsibilities

Work Performed and Job Requirements

• Contract Lifecycle Management
  • Participate in and oversee all stages of the contracting lifecycle, including:
    • Pre-contract: Proposal preparation, negotiation, hourly rate/pricing discussions, contract formation, and securing final approval/signatures.
    • Contract Steady State: Manage amendments, change orders, correspondence, contract repository maintenance, and resolve contract-related issues.
    • Post-contract: Handle contract renewals, extensions, and closeouts.
  • Contract Data Management
    • Enter and maintain contract and project information in HMA’s information management system (Deltek Vision) for each new project.
    • Keep detailed and organized contract files.
    • Ensure data compliance and accurate tracking.
  • Contract Ticketing System Management
    • Maintain and utilize the contracts ticketing system for contract related requests.
    • Process documents through DocuSign for electronic signatures.
    • Respond to requests promptly and accurately.
  • Contract Compliance and Tracking
    • Identify, record, and manage contract provisions for ongoing compliance and tracking (e.g., data retention, conflicts of interest, contract renewals and extensions, budgets).
    • Identify significant or unique contract requirements and special provisions.
  • Contract Documentation
    • Track authorizations, correspondences, revisions, and contractual deadlines.
    • Work with both routine and complex contract clauses and requirements.
  • Collaboration with Internal Teams
    • Collaborate with the Proposals Team and Project Managers to ensure a smooth transition from proposal submission to contract execution.
    • Work with Project Managers to ensure contract compliance and proactively identify the need for amendments and modifications.
    • Draft amendments, review them with Project Managers, facilitate signatures, and process them upon full execution.
  • Template and Document Management
    • Assist in maintaining HMA’s contract/business arrangement templates (e.g., nondisclosure agreements, teaming agreements, business associate agreements, letters of commitment).
    • Catalog and maintain boilerplate language and materials for proposals and contracts (e.g., insurance coverage, financial statements, operating guidelines).
  • Policy and Process Development
    • Support the identification and implementation of new contract policies and processes, providing input based on hands-on experience with more complex contracts.
  • Knowledge Maintenance
    • Stay updated on relevant contractual procedures and practices.
    • Provide guidance and mentorship to team members as needed, fostering development within the team.
  • All other duties as assigned.

Qualifications

Education/Training

Minimum of a bachelor’s degree in business or related discipline is required.  Master’s degree is preferred. 

Experience

Minimum of 5 years of experience with contracts, subcontracts, and/or legal experience, including familiarity with commercial and government contracting principles and regulations.  Experience with Deltek Vision ERP software for professional services firms preferred.

Knowledge, Skills, and Abilities

• Strong understanding of contract terms and conditions, including the legal implications of contract provisions.
• Familiarity with contract law and principles, with the ability to review terms and conditions to identify potential risks.
• Knowledge of FAR and federal contracting requirements preferred.
• Excellent verbal and written communication skills, with the ability to professionally interact with external clients, internal management, and administrative personnel.
• Highly organized, with strong attention to detail and accuracy in all work.
• Ability to work independently and in a team environment.
• Ability to make sound decisions using good judgement, while adhering to internal policies and complying with applicable state and federal laws and regulations.
• Ability to maintain high standards of customer service and satisfaction.
• Proficiency in Microsoft Word and ability to learn and use other software programs as needed.
• Strong interpersonal and collaborative skills.
• Capability to handle multiple tasks simultaneously and adhere to strict deadlines.
• Ability to manage significant recurring responsibilities alongside unpredictable short-term demands.
• Proactive, flexible, and able to quickly transition between projects as needed.
• Ability to handle confidential information with discretion and integrity.
• Willingness and ability to work extended hours when deadlines are approaching.

EEO

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)