Contracts Administrator

This opportunity is primarily “work from home,” but should be based within driving distance of one of our HMA office's for in office attendance when needed.

Job Summary

The Contracts Administrator is responsible for the internal data management component of the contracting lifecycle process for all HMA clients. Primary responsibilities include entering and maintaining contract information in HMA information systems which includes processing new contracts, amendments, NDAs, BAAs, and any other contractual documents, working with other team members to ensure smooth transitions through lifecycles, as well as facilitating compliance with contractual requirements and assisting with process revisions as required. 

Work Performed

• Contract Management
• • Enters, processes, and maintains contract and project information in HMA’s information management system database, Deltek Vantagepoint, for each new project, amendment, NDA, BAA, and any other contract document.
  • Maintains detailed and organized contract files.
  • Communicates internally as each contractual document is processed.
  • Maintains and utilizes the contracts ticketing system for contract-related requests and to facilitate the processing of executed contractual documents.
  • Tracks authorizations, correspondences, revisions, and contractual deadlines.
  • Works with routine contract clauses and contractual requirements.
• Compliance and Monitoring
• • Identifies, records, and manages contract provisions on individual projects for ongoing compliance and tracking (e.g., data retention requirements, conflicts of interest, contract renewals and extensions, budgets).
  • Identifies significant/unique contract requirements and special provisions.
  • Works with HMA Project Managers to ensure contract compliance and proactively identifies the need for amendments and modifications to ongoing contracts.
• Collaboration with Internal Teams
• • Works with the Proposals Team and individual Project Managers as appropriate to ensure a smooth transition from proposal submission to contract execution and processing.
  • Communicates with internal stakeholders to ensure alignment on contract requirements and updates.
•  Process Improvement and Knowledge Maintenance
• • Assists in the identification, development, and implementation of new contract policies and processes.
  • Maintains current knowledge of relevant contractual procedures and practices.
•  All other duties as assigned.

Education/Training

Minimum of an associate degree in business or related discipline is required. Bachelor’s degree in business or related discipline is highly desired.

Experience

Minimum of 1 year of experience with contracts and/or legal experience, including familiarity with commercial and government contracting principles and regulations, is preferred. Experience with data entry, database management, and ERP software systems is desired. Experience with Deltek Vantagepoint ERP software for professional services firms is preferred.

Knowledge, Skills, and Abilities

• Knowledge of terms and conditions in contracts.
• Familiarity with contract law and principles with an understanding of the legal implications of contract provisions.
• Proficient in reviewing contract terms and conditions and identifying risk areas.
• Excellent verbal and written communication skills, with the ability to professionally communicate and coordinate with a wide range of internal management and administrative personnel.
• Must be very organized, precise, and accurate in work, with strong attention to details.
• Ability to work independently, with sound fiscal and time management skills, attention to detail, and priority management to meet conflicting deadlines.
• Ability to make decisions using sound judgment, while complying with internal policies and applicable state and federal laws and regulations.
• Ability to maintain high standards of customer service and satisfaction.
• Proficient in Microsoft Word and ability to learn and use other computer programs.
• Superior interpersonal skills.
• Ability to multi-task and adhere to strict deadlines.
• Ability to manage significant recurring responsibilities with unpredictable short-term demands.
• Ability to be proactive, flexible, and able to switch gears quickly from one project to the next.
• Capable of handling confidential information in a discrete manner.
• Ability to work extended hours when deadlines are approaching.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.

Work Aids and Equipment Used

Computer, printer, copier, scanner, fax, telephone, web conferencing.

Working Conditions

Work is sedentary in nature and performed in an office environment. Work may be stressful at times. 

Physical/Mental Demands

Work requires hand dexterity for office machine operation; stooping, climbing, and bending to files and supplies; mobility to complete errands; stand/sit for up to eight hours each day; ability to communicate clearly when using the telephone; requires sitting; standing, walking, reaching, bending, lifting, and twisting at times; moderate levels of stress.

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)