Contract Administration Manager

TX-HHSC-DSHS-DFPS•Austin, TX

1d•$6,378 - $10,786•Hybrid

About The Position

Under the supervision of the Director of the Substance Use Contract Management Area, the Contract Administration Manager performs advanced contract administration tasks and assists with daily operational oversight of the area. Performs advanced (senior-level) contract administration and management work. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment to oversee daily operations and contract management activities from throughout the full contract lifecycle, from development to closeout within the Substance Use Contracts Management Area. The Contract Administration Manager will establish goals, objectives, and procedures for contract administration functions. Leads and coordinates initiatives designed to strengthen contract management operations, improve efficiency, ensure compliance, and support continuous process improvement. Analyzes operational, financial, performance, and contract data to identify trends, risks, workload priorities, and compliance concerns. Prepares executive-level reports and provides data-driven recommendations to leadership to support strategic and operational decision-making. Provides leadership, guidance, training, and technical assistance to contract management staff. Coordinates effectively with internal and external stakeholders. Requires comprehensive knowledge of 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, applicable state contracting requirements, grant management standards and contract oversight principals. This position provides leadership within the unit and works under limited supervision, allowing considerable latitude for initiative and independent judgment to ensure that unit goals are met. The Contract Administration Manager may assign work, supervise the activities of others, and lead projects and initiatives. This role requires the ability to manage multiple competing priorities and deadlines in a fast paced, high-demand environment. Requires sound judgement, adaptability, and the ability to respond effectively to changing business needs, urgent requests, and operational priorities. Travel up to 15% may be required.

Requirements

Knowledge of state and federal laws, regulations, policies, and requirements specific to substance use disorder services and contract management.
Knowledge of business processes, process improvement methodologies, and contract management systems/practices.
Knowledge of the government program service delivery system.
Knowledge of relevant computer software applications.
Knowledge of data analysis methods and reporting techniques.
Skill in collecting, validating, interpreting, and analyzing complex data to identify trends, risks, discrepancies, and performance outcomes.
Skills in writing and presenting complex documents, reports, regulations, policies, and procedures.
Skills in project management and effectively solving problems and resolving conflicts.
Skills in analyzing and interpreting large, complex data sets and synthesizing information into reports and policies.
Skills in managing multiple and competing priorities effectively.
Ability to translate data findings into clear recommendations, reports, and operational decisions.
Ability to build and maintain effective working relationships with various stakeholders.
Ability to evaluate the performance of staff or contractors delivering services.
Ability to implement change and lead cross-functional teams to design and improve work processes.
Ability to establish goals and objectives while working independently and delivering results in complex environments.
Ability to learn and utilize advanced software applications required for successful job performance.
Ability to make independent and sound technical decisions and analyze new situations when encountered.
Five (5) years of contract management experience.
Two (2) years of experience leading projects or teams.

Nice To Haves

Certified Texas Contract Manager (CTCM) within 12 months of hire.
Certified Texas Contract Manager (CTCM) preferred.
Experience with HHS data systems CAPPS Financial, SCOR, BHSMS or CMBHS, preferred.

Responsibilities

Assists in developing short- and long-term goals and implementing strategies to enhance contract management and administration functions.
Collaborates with internal and external stakeholders, including HHSC divisions, management, contractors, organizations, and other state agencies, to facilitate the development and management of unit procurements and contracts.
Facilitates communication through vendor calls and stakeholder feedback to communicate and confirm the health of the contract.
Oversee or prepares the scope of work, specifications, and conditions for new contracts; prepares contracts; and leads negotiation strategies.
Plans and provides input on contract administration activities including but not limited to contract budgets; recommends budget allocations for proposed contract agreements; arranges, monitors, and reviews budget allocations with management; SOW development, procurement, audit, and assists with quality assurance activities.
Represents the department by making presentations, providing information, collaborating with stakeholders, state agencies, internal audit and federal partners.
Develops and assures accurate and complete reports for management and HHSC executive leadership.
Ensure SU CMA complies with federal and state regulations.
Based on audit results provide recommendations regarding new policies and procedures.
Engages with and provides direction and technical guidance to team members to promote the development and growth of future leadership staff.
Plans and implements routine and special technical assistance activities to support contractor and staff knowledge and performance in consultation with the Director.
Provides technical assistance and troubleshooting support, and trains internal and external stakeholders on contract administration practices and systems.
Oversees and reviews the work of others, making recommended changes and identifying areas for improvement in staff performance and unit processes.
The Contract Administration Manager may assist with hiring and selection, assigning work, completing performance evaluations, and approving leave.
The position supports staff development through performance data review, consultation, training, and performance appraisals.
The manager may also serve as a backup for peers, directors, and team members as needed.
Provides input for or develops standardized management and administration protocols, metrics, compliance guides, handbooks, and tools.
Oversee the creation of contract monitoring tools and statewide activities related to substance use contract monitoring.
Provides input on or develops standardized management/administration protocols, metrics, compliance guides, handbooks, or tools.
Assists with Smartsheet data management, including maintaining trackers, updating records, data shuttling, monitoring workflow progress, ensuring data accuracy, and supporting reporting needs to facilitate efficient contract operations and decision making.
Serves as an expert in BHSMS and manages assigned roles/tasks.
Identifies, investigates, and resolves contracting system discrepancies.
Coordinates with internal and external stakeholders to identify needs/gaps and recommends changes to contract administration practices and systems.
Monitors contractor compliance with established regulations and standards, overseeing the work of Contract Specialists to ensure effective contract management.
Serves as the principal contract liaison between agency management, contractors, and other internal and external stakeholders, facilitating communication and collaboration to enhance contract administration and delivery of services.
Performs contract administration work involving the oversight, execution, and administration of large-scope or high-dollar contracts by defining requirements and negotiating, awarding, developing, and monitoring contracts.
May serves as the principal contract liaison for high-risk contracts between agency management, contractors, and other customers, providing guidance and technical assistance throughout the contract lifecycle.
Provide guidance to internal stakeholders for high-risk, crisis, and sensitive projects required by the agency.
Oversees the operations and activities of monitoring contract performance, including developing and tracking key metrics.
Performs other duties as assigned, which may include reviewing and analyzing legislation related to procurement or contract management, serving as a subject matter expert in assigned workgroups, and actively participating in or supporting the agency’s obligations for disaster response and recovery or Continuity of Operations (COOP) activation. Such participation may require alternate shift assignments and/or relocation.