Contracts Administrator

Brief Overview:

We are seeking a Contracts Administrator to be responsible for the budgeting, contracting, financial reporting/invoicing, and compliance of a specific portfolio of contracts and awards within the organization.

Position Description:

Health Resources in Action, Inc. (HRiA) is a non-profit organization working to improve and reimagine public health. We connect, consult, and collaborate to solve complex challenges of access and equity in our health and social systems. Together with our partners, clients, and collaborators, we create actionable solutions so that all people can thrive.

In 1957, The Medical Foundation (TMF) was created to primarily fund biomedical research in Massachusetts. Since then, we’ve been on a journey of evolution. We changed our name to Health Resources in Action (HRiA) to reflect our impact in the field of public health. Today, HRiA works with individuals, organizations, and communities to drive a policy and systems change approach to advance health and racial equity.

HRiA seeks sustainable solutions for complex problems using an anti-racist approach. We aim to be adaptable and flexible in meeting clients and partners where they are, offering our decades of knowledge and resources to collectively realize our dream of equitable, sustainable health for all. The foundation of this work is centered on our values:

  • Health and racial equity by identifying and addressing the root causes of health inequities, intentionally working to shift narratives and power imbalances and disrupt all systems of oppression.
  • Leading with heart by demonstrating our passionate commitment to our work, continuously challenging ourselves with humility and vulnerability while pursuing and holding ourselves accountable to our mission.
  • Collaboration by intentionally and respectfully leading, partnering, and following to strengthen relationships, uplift different voices and build trust.
  • Innovation by driving toward new strategies, questioning norms, and continuously learning and evolving to support the needs of our clients and communities.

HRiA offers exciting, engaging, and challenging employment opportunities for facilitators, trainers, researchers, analysts, policy specialists, grant managers, and more. People come to HRiA because of our commitment to advancing health equity and inspiring work; they stay for our wonderful clients, partners, and dedicated and dynamic staff. With our growing portfolio of high-impact work, person-centered policies, and generous benefits, our team continually invests in making HRiA a great place to work. Our diverse staff of over 270 people hail from 30+ states, with a homebase in Boston’s Chinatown neighborhood.

For more information about the organization visit http://www.hria.org.

This is an outstanding opportunity for a Contracts Administrator with experience working with federal, state, and local government contracts to apply their knowledge and skills to a growing and dynamic organization. The Contracts Administrator will be a member of the Budgets & Contracts team within the Administration & General cluster at HRiA headquarters. This position reports to the Associate Director, Budgets & Contracts. The position affords the chance to work collaboratively with a range of program and administrative staff and is a growth opportunity for a driven, self-motivated professional.

Position Description:

HRiA has complex and diverse funding sources. We are searching for a Contracts Administrator to be responsible for the budgeting, contracting, financial reporting/invoicing, and compliance of a specific portfolio of contracts and awards within the organization. The person in this role will work directly with assigned department and project directors and staff to understand and follow through on all contractual and financial aspects of the work.

This is an exciting, fast-paced opportunity that requires a keen attention to detail, superb organizational skills, and the ability to communicate effectively with both internal and external stakeholders. This is a full-time, exempt position with a pay range of $70,000-$80,000 annually plus benefits. The role is remote with the option of being based out of HRiA’s Headquarters office in Boston, MA. Limited travel may be required for trainings, retreats, or meetings.

Duties and Responsibilities:

Budget preparation and monitoring

  • Work with program directors and staff to create budgets for external proposals
  • Work with program directors and staff to create the internal annual budget as well as rolling budget projections for both revenue and expenses by project
  • Based on updates from program staff, update both internal and external project and department budgets due to scope, staffing, and other changes
  • Work with program directors and staff to analyze the budget against actuals and review budget challenges related to coverage, finances, or other matters

Contract preparation and review

  • Oversee and provide technical assistance in the generation of contracts for assigned projects and departments
  • Perform fiscal and legal review of federal, state, local, and private contracts and award agreements, ensuring that contracts align with organizational policy and project deliverables

Invoice preparation and financial reporting

  • Oversee execution of all contracts and grants management activities including federal/state/local invoicing, receivables monitoring, and financial reporting
  • Ensure contracts and awards are invoiced on time, in the correct amounts
  • Monitor contract spending and review with program directors and staff
  • Follow-up on invoices that haven’t been paid and alert senior management of any delinquency issues

Contract and grant compliance

  • Oversee and provide technical assistance in the creation and filing of necessary reports for government and non-government contracts and grants, including financial and diversity reports
  • Review updates to federal, state, local, and foundation regulations on a regular basis to ensure compliance; collaborate with colleagues to develop/revise policies/procedures to ensure compliance

Departmental tasks and other projects

  • Assist in the preparation of proposals, including completion of pre-award financial forms/documents
  • Complete requests from auditors as appropriate
  • Other duties as assigned

Candidate Qualifications:

  • Expertise with US GAAP and US government grant-making rules and regulations, including Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
  • Commitment to HRiA’s core mission and values and an ability to model those values in relationship with colleagues and partners
  • A commitment to value diversity of thought, backgrounds, and perspectives;
  • Excellent interpersonal, verbal and writing skills needed to present and communicate effectively with a diverse population of internal and external stakeholders
  • Demonstrated time management and problem-solving skills with an ability to organize and prioritize workload, identify problem areas, and take action to meet deadlines
  • Demonstrated attention to detail is a must
  • Advanced Excel skills; strong general computer skills (Word, Outlook, databases, etc.); and accounting software experience is a plus
  • Minimum of a Bachelor’s Degree in accounting or finance or equivalent professional experience; an MBA is preferred but not required
  • 3-5 years of experience in nonprofit accounting or financial grants management and reporting, preferably managing a portfolio of multiple public or restricted grant awards and contracts (generally in post-award)
  • Flexible work hours required to meet unanticipated work demands and deadlines beyond routine workflow

How to Apply:

To be considered for this role, please submit a resume and cover letter. This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under his/her supervision.  The use of an illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.



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