Contracts & Applications Coordinator

Archway Recovery Services Inc•Fairfield, CA

20h•$26 - $35•Onsite

About The Position

The Contracts & Applications Coordinator supports Archway Recovery Services' contracting, licensing, certification, credentialing, enrollment, and application activities. The role coordinates the administrative lifecycle of contracts and applications, including gathering documentation, preparing and submitting applications, tracking deadlines and renewals, maintaining records, coordinating responses to requests for additional information, and supporting implementation of new contractual and regulatory requirements. The Coordinator works with ARS leadership, program operations, Finance, Human Resources, clinical departments, government agencies, health plans, accreditation organizations, and other external entities to ensure submissions are complete, accurate, timely, and appropriately documented. The position also works closely with the Compliance Coordinator and may assist with audits, corrective actions, regulatory research, policy implementation, and other compliance activities as departmental priorities require. The role is based at 710 Missouri Street, Fairfield, CA 94533, with a schedule of 8:00 a.m. to 4:30 p.m., Monday through Friday. It is a non-exempt position in the Operations department and reports to the Director of Contracts & Compliance.

Requirements

Bachelor’s degree in Business Administration, Public Administration, Health Administration, Behavioral Health, Social Services, or a related field, or equivalent relevant professional experience.
Strong document-management and project-tracking skills.
Ability to manage multiple applications and projects with different deadlines simultaneously.
Strong attention to detail and ability to identify missing, inconsistent, or incomplete information.
Strong written communication and professional correspondence skills.
Proficiency with Microsoft Excel, Word, PDF documents, electronic application portals, and document management systems.
Ability to learn complex application instructions, regulatory requirements, and contract provisions.
Ability to coordinate work across multiple departments without direct supervisory authority.
Strong follow-through and ability to independently monitor projects through completion.
Ability to maintain confidentiality and appropriately handle sensitive organizational, contractual, employee, and patient information.
Valid identification card.
Annual negative or non-communicable TB test result.
Fit-for-duty health screen from a licensed physician.

Nice To Haves

Experience in healthcare, behavioral health, government contracting, nonprofit administration, provider relations, licensing, credentialing, or another regulated environment.
Experience coordinating contracts, applications, licensing, credentialing, provider enrollment, grants, procurement responses, or similar administrative processes.
Familiarity with government agencies, health plans, provider networks, or healthcare regulatory systems.
Familiarity with DHCS, Medi-Cal, DMC-ODS, CalAIM, county behavioral health systems, CARF, or California behavioral health licensing and certification processes.

Responsibilities

Maintain an organized inventory of contracts, agreements, amendments, renewals, and related documents.
Maintain contract calendars and tracking systems for expiration dates, renewals, reporting deadlines, deliverables, insurance requirements, and other obligations.
Coordinate collection of information and documentation for contracts, amendments, renewals, and extensions.
Assist the Director of Contracts and Compliance with preparation, review, routing, execution, and implementation of contracts and agreements.
Track contracts through internal and external review and approval processes, coordinate signatures, and maintain complete executed files.
Identify upcoming deadlines and follow up with responsible departments to ensure timely completion.
Assist departments in identifying contractual requirements affecting program implementation and maintain documentation of significant obligations and changes.
Support responses to procurement opportunities, including RFPs, RFQs, and RFIs, and coordinate complete submission packages and attachments.
Coordinate applications for facility licenses, program certifications, provider enrollments, health plan credentialing, accreditation, and other operational approvals.
Maintain a centralized application and renewal calendar and track applications through final approval.
Gather supporting documentation, maintain current organizational documents, and coordinate completion of application sections by appropriate personnel.
Review application packages for completeness and consistency and submit them through required portals or other processes.
Maintain records of submissions, confirmations, correspondence, approvals, and follow-up requests; coordinate responses to requests for supplemental information.
Monitor licensing, certification, enrollment, credentialing, and renewal deadlines and maintain organizational files of commonly requested materials.
Coordinate site visit or application-related documentation requests when applicable.
Collaborate with the Compliance Coordinator on departmental calendars, documentation systems, and project tracking tools.
Assist with regulatory research, audit preparation, documentation requests, compliance tracking, and corrective action activities as needed.
Provide contract and application information for audits and compliance reviews and support implementation of new contractual, licensing, certification, or regulatory requirements.
Provide backup support for essential compliance functions during absences, high workload, or significant audit and monitoring activity.
Support special projects assigned by the Director of Contracts and Compliance and perform other duties consistent with the department's responsibilities.