About the position

The Contracting Administrator is supervised by the Health and Hospital Corporation of Marion County’s (HHC) Associate Director of Post Award Management and is responsible for administering, reviewing, interpreting, analyzing, drafting, and negotiating Memorandums of Understanding (MOUs), Letters of Agreement (LOAs), awards, incoming and outgoing subawards, and other contract types as needed. This position will be responsible for ensuring that the templates for subaward contracts/agreements and service agreements are up-to-date and current with current federal, state, and city requirements. This position applies knowledge of contracting and related processes for all grant projects. This position will be responsible for contracts and agreements related to grant funding for Eskenazi Health, Eskenazi Health Center, Indianapolis Emergency Medical Services, Marion County Public Health Department, Sandra Eskenazi Mental Health Center, and The Health & Hospital Corporation of Marion County. This position will be responsible for maintaining accurate and complete contract files/history and will manage the contract lifecycle. This will include the contract management system that HHC uses to track all contracts initiated by grants.   This is a full-time position that requires the ability to multi-task and prioritize projects, and the ability to perform work both accurately and quickly in a fast-paced environment. The Contracting Administrator must be able to work both independently and as a member of a team; must be available throughout the regularly scheduled workday; must be able to use Microsoft suite and Adobe suite effectively and efficiently; must be able to use technology for research and other purposes; and must be able to plan for and meet deadlines.

Responsibilities

• Manage and lead the creation and review of subcontracts, service agreements, Memorandums of Understanding (MOUs), Letters of Agreement (LOAs), and the review of award agreements received by HHC grants.
• Prepare final contracts for execution by HHC’s Authorized Official.
• Manage timelines and deadlines for getting agreements through the contract lifecycle including monitoring the length of time it takes to get contracts processed and signed.
• Ensure contracts and/or agreements, MOUs, LOAs, etc. are executed and complete the contract cycle.
• Ensure that all state contracts and agreements are placed in the state portal within 30 days of being fully executed to meet the state requirement.
• Ensure that all federal contracts and agreements are placed in Sam.gov within 30 days of being fully executed to meet the federal requirement.
• Communicate and work on templates with the Grants team and Legal teams throughout the organization. In addition to reporting directly to the Associate Director of Post Award Management for MCPHD, provide status updates to the Associate Director of Post Award Management for Eskenazi Health.
• Input and track all grant agreements or contracts in the contracting system for organization.
• Serve as the point person for contact with outside organizations (e.g. universities, healthcare organizations, and community organizations) on agreements and contracts maintain positive relationships with those organizations.
• Maintain accurate and complete contract negotiation files/history, significant telephone conversation summaries, and contract files.
• Collaborate with other departments including the Legal department.
• Identify, evaluate, and resolve sponsor/program staff/Grants department leadership/Legal department concerns related to contracts and contract lifecycle management.
• Understand State and Federal regulations that impact grants like 2 CFR 200.
• Serve as the back-up for Sub-recipient monitoring administrator when needed.

Requirements

• Bachelor's degree is required. Six or more year’s related experience and/or training in contracting, grants, and/or legal experience; or equivalent combination of education and experience is also required.
• Project management experience preferred.
• Federal grants management experience preferred, including but not limited to, interpreting and applying provisions of Uniform Administrative Requirements, Cost Principles, and Audit Requirements, 2 CFR Part 200 et.al
• Self-motivated and action-oriented, with a demonstrated ability to establish relationships, prioritize and multi-task parallel projects.
• Strong planning and organization skills, including attention to details.
• Must maintain confidentiality of information.
• Ability to discern and decipher, high volume, and sometimes contradictory information to effectively evaluate a situation and move transactions forward.
• Use independent judgement to decide if federal and state regulations need to be updated in grant templates and agreements as they change and then follow through with making changes.
• Ability to manage all aspects of the job with little supervisory oversight.
• Customer focused and can work collaboratively with a team.
• Ability to effectively present information to senior management, public groups, and/or grant funders.
• Ability to respond to inquiries from corporation personnel, funding agencies, regulatory agencies, or members of the business community.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to read, analyze, and interpret state and federal regulations pertinent to public health issues and grant funded programs, financial reports, and legal documents
• Ability to use Microsoft Office programs, including Word and Excel.
• Firm understanding of program development and grant writing as well as good management abilities.

Nice-to-haves

• Master’s degree, preferred.
• Certified Research Administrator from the Research Administrators Certification Council preferred.