Contract and Procurement Specialist-Business Administration

Philadelphia Corporation for Aging • Philadelphia, PA

19h

About The Position

Philadelphia Corporation for Aging (PCA) is a private nonprofit organization that serves older adults in Philadelphia, ensuring they receive high-quality care and services to enhance their independence and well-being. PCA administers programs funded through federal, state, and local grants, requiring a strong focus on compliance, procurement, and vendor management.

The Business Administration (BA) Department ensures the efficient and compliant administration of PCA’s contractual, procurement, and insurance processes. Under the general direction of the Director of Business Administration, the Contracts and Procurement Specialist works directly with PCA departments and facilitates the entire contracts lifecycle process, from (a) external proposed agreement or internal agreement request to (b) review, drafting and markup to (c) compiling supporting documents and information. The Specialist also will and review contracts, MOUs, and other documents for insurance requirements, and the Specialist will partner with BA’s Contract Managers to generate RFP/RFQ/RFIs and manage those bidding processes.

This role supports PCA’s operational effectiveness by ensuring that all vendor agreements align with organizational and regulatory requirements.

Requirements

• Required is a bachelor’s degree in business administration, public administration, pre-law, or a related field.
• Minimum of two (2) years’ experience in contract management, insurance oversight, document collection, procurement and/or a related field. A paralegal certification may be substituted for this experience.
• Excellent organizational and attention-to-detail skills.
• Strong written and verbal communication skills.
• Track record of providing exceptional service and consistently prioritizing client satisfaction.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, SharePoint, Teams, Outlook).
• Strong aptitude for managing and interpreting data.
• Demonstrated record of successful multitasking.

Nice To Haves

• Strong understanding of a contract’s lifecycle, procurement processes, or legal compliance is a significant plus.
• Familiarity with contract management software is a significant plus.

Responsibilities

• Communications with External Stakeholders: Act as contact with vendors and providers from intake through contract execution.
• Contracts Lifecycle Management: Review incoming contract requests and gather supporting documents. Track contracts using BA’s contracts repository software platform, currently ContractPodAi, and obtain necessary approvals and signatures.
• Document Processing and Review: Review and process agreements for accuracy, completeness, and compliance. Collect any additional documentation required for contract execution including, but not limited to, scopes of work, insurance documentation, and other funder- or regulatory- related materials.
• Interdepartmental Collaboration: Coordinate with internal departments and external partners to obtain necessary information and/or documents.
• Compliance and Risk Management: Assist with identifying potential risks presented by third-party agreements and/or proposed business arrangements. Work with BA staff and internal clients to mitigate those risks.
• Procurement Process: Assist BA staff with preparing RFPs/RPQs/RFIs, in reviewing and evaluating bids, and in otherwise supporting PCA’s competitive bidding processes.
• Reporting and Documentation: Prepare regular reports on the status of contracts, procurement activities, and other relevant metrics for management and stakeholders. Track contract milestones, renewals, and expirations, and notify relevant stakeholders of upcoming deadlines.
• Insurance Compliance Documentation: Collect, review, and upload certificates of insurances (COIs) into the insurance system to ensure contractual obligations are satisfied.
• Provider Insurance Compliance: Monitor insurance requirements for all contracted vendors and service providers in accordance with PCA’s standards.
• Insurance Resolution: Serve as a liaison between providers and vendors and PCA’s insurance software vendor. The Specialist will facilitate assistance to and support for vendors related to the insurance dashboard, with the dual objectives of seamless communication and issue resolution.
• Technology Issue Resolution: Troubleshoot and resolve issues including, but not limited, to uploading documents to the BA’s contracts repository and insurance management systems and other internal systems. Educate departments about best practices for BA’s contract management system.
• Technology Training: Lead and manage training sessions on BA’s contract management system for new and existing users in need of refresher courses, ensuring effective adoption and compliance with company processes.
• Relationship Management: Acts as liaison and establishes relationships with vendors, providers, program managers, and other internal clients to explain contractual responsibilities and requirements.
• Other Tasks: As assigned from time to time.

Benefits

• Medical, prescription drug, vision, and dental coverage
• Flexible spending plan (health and dependent care)
• EAP, life insurance, short- and long-term disability insurance
• Pre-tax commuting, and parking benefits
• 403(b) retirement plan with employer contributions and optional employee pre-tax contributions.
• Annual paid time off includes 13 holidays, 10 sick days, 2 personal days, and vacation depending on tenure.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees