Contract Administration Manager I

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Hybrid

About The Position

The Rural Texas Strong Contract Administration Manager I will report to the Chief Financial Officer – Procurements and Contracts (CFO-PC) Manager. This senior-level position will support the Texas Rural Health Transformation (RHT) Program enacted by the One Big Beautiful Bill Act (OBBBA) and administered by the Centers for Medicare & Medicaid Services (CMS). This position will manage contract administration work from development to close-out. This role ensures contractor accountability; compliance with state, federal, and agency requirements; and supports the agency’s mission by securing and managing services that are critical to Texas Rural Health Transformation (RHT) Program. The position requires advanced communication skills to convey complex information to diverse stakeholders and plays a key role in ensuring the integrity, efficiency, and compliance of awarded contracts. This role operates with limited supervision and requires strong initiative, independent judgment, and the ability to work in a consultative capacity within and across teams. This position performs advanced contract administration, works under minimum supervision and will manage the work of others.

Requirements

Advanced knowledge of: Contract administration practices, tools, strategies, and cost monitoring for large scope or high-dollar contracts; of system and procedures used to evaluate a third-party vendor’s performance; and of local, state, and federal laws and regulations relevant to the administration of federal funds.
Purchasing and procurement methods and procedures, state procurement principles and practices, assigned commodities and products on the open market, supply sources, and principles of business administration and accounting.
State of Texas procurement laws, regulations, procedures, principles, practices, and contract management guidelines.
State of Texas contract standard terms and conditions.
Policies, rules, or regulations relating to federally funded grant administration, compliance, policies, and procedures.
Effective management principles.
State government organization, administration, management, and operating practices.
State budget management and fiscal accountability processes.
Expert Skill in: Developing procurements, contracts, reports, and contract management tools.
Analyzing/interpreting large and complex data sets, and drafting complex documents/reports, policies, and procedures.
Communicating complex information in a clear, understandable way in writing and in person.
Organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
Handling multiple projects, managing competing priorities, and meeting tight deadlines.
Proficient Skill in: Standard computer equipment and software, including the use of Microsoft Office programs which includes project planning, grant management software, word processing, spreadsheet, database, and presentation software programs.
Leading, assigning, reviewing, and monitoring the work of others.
Demonstrated Ability to: Work independently and efficiently in an autonomous environment and takes ownership of procurement projects from conception to completion.
Oversee and manage business functions to establish goals and objectives; devise solutions to administrative problems; develop and evaluate administrative policies and procedures; prepare reports; and supervise the work of others.
Adapt to rapid changes as needed to address workload and priorities.
Analyze or evaluate problems; to develop, recommend, or present alternative solutions; to conduct or coordinate studies; to develop, interpret, or implement policies and procedures; to design programs or training; to prepare concise reports; and to communicate effectively.
Manage program activities to establish goals and objectives that support the strategic plan, and to devise solutions for administrative problems.
Professionally interact and communicate with multiple stakeholders including Executive leadership, department staff, and contractors.
Interpret policies, rules or regulations to resolve related issues and concerns.
Evaluate procurement lifecycle documents to make recommendations related to solicitations, amendments, and renewals.
Research, evaluate, and interpret policies, procedures, and regulations.
Gather, write, and edit contract requirements and specifications.
Rapidly resolve complex problems using critical thinking.
Exercise sound judgment in making critical decisions in analyzing complex information and developing plans.
Manage and track contracts in compliance with HHS policies.
Work in a professional setting with diverse groups, stakeholders, agency departments, leadership, and contractors.
Establish and maintain positive, effective working relationships with others.
Certified Texas Contract Manager (CTCM) and Certified Texas Contract Developer (CTCD) certifications required.
Minimum of four (4) years of demonstrated experience in the developing and negotiating of complex procurements.
Minimum of four (4) years of demonstrated experience with contract administration including vendor management, performance monitoring, maintaining contract documentation, ensuring compliance, and assessing risks while managing compliance with federal and state laws and regulations.
Possesses a valid CTCM and CTCD certifications through the State of Texas.

Nice To Haves

Team Lead and/or management experience preferred.

Responsibilities

Contract Administration & Lifecycle Management (25%) - Serves as a leader and advisor to team members at all levels. Serves as the primary point of contact for communication with contractors and agency stakeholders on all assigned contracts. Supports the Texas Rural Health Transformation (RHT) Program business needs during all phases of the procurement lifecycle by serving as a contracting subject matter expert. Maintains expert knowledge of contract terms, purpose, scope, requirements, deliverables, milestones, and expenditures on all assigned contracts. Develops and implements contract monitoring plans, risk assessments, monitoring reports, deliverable tracking, expenditure tracking, and vendor performance reports. Ensures contractors’ accountability through scheduled monitoring and enforcement of performance standards. Exercises appropriate remedies for performance deficiencies and escalate issues to System Contracting or Procurement and Contracting Services as needed. Monitors contract expenditures using agency accounting systems and reports. Verifies invoice accuracy and authorize payments in accordance with contract terms. Manages and documents contract changes through the amendment process. Oversees timely completion of services and deliverables throughout the contract term. Performs contract closeout procedures, including submission of vendor performance reports and compliance with record retention requirements.
Contract Record Management and Compliance (25%) - Maintains accurate and up-to-date contract records in SCOR (contract system of record) and CAPPS Financials (financial system of record). Completes thorough reviews of contract documentation within 10 days of the contract’s effective date. Uploads and maintains all required documents in the appropriate SCOR sub-modules. Tracks and records deliverable status and lifecycle events such as inception, amendments, and closure. Ensures compliance with agency documentation standards, record retention policies, and applicable laws and regulations. Responds promptly and constructively to findings from audits and contract quality reviews and ensure documentation supports contract decisions and actions. Contributes to the continuous improvement of the department’s process knowledgebases. Maintains contract metadata reference resources to support consistency and accuracy across contract records.
Team Lead Activities (25%) – Assists the CFO-PC Manager in the planning, directing, and coordinating daily operations for the CFO-PC team supporting the RHT Program. Provides training, coaching, and performance feedback, as well as suggesting/organizing team-building activities, to help develop the team. Contributes to the review of applications for potential new hires as well as taking part in the interview process and final selection. Manages the day-to-day functions to include establishing goals, objectives, priorities, and deadlines. Develop and implement processes, procedures, and job aids to support the RHT Program. Assigns staff workflows under the CFO-PC Manager direction and verifies the checks and balances per processes and procedures are being followed to avoid audit findings. Provides feedback on staff performance and input on disciplinary measures.
Communication & Stakeholder Engagement (15%) - Maintains proactive and professional communication with all internal and external stakeholders. May leads post-award contractor conferences to ensure mutual understanding of performance and administrative expectations. Utilizes advanced communication skills to convey complex contract information to diverse audiences. Represents CFO-PC in planning sessions, committees, and workgroups.
Risk Management (10%) - Promotes best practices in contract management to mitigate risk throughout the procurement lifecycle. Completes initial risk assessments and updates them regularly. Monitors and reassesses risk throughout the life of the contract. Escalates matters requiring supervisory or legal input when appropriate. Consults with System Contracting and legal counsel to address legal or compliance concerns.

Benefits

Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

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