Contracts Coordinator (MA4/DBHR)

State of Washington•Thurston County – Olympia, WA

1d•Remote

About The Position

The Division of Behavioral Health and Recovery (DBHR) is seeking a Contracts Coordinator to serve as its subject matter expert for contracts and federal grant submissions. Located in DBHR’s Operations section, this role leads contract coordination across the division, manages large umbrella contracts, trains contract managers, and partners with HCA’s Office of Contracts and Procurement, Office of Tribal Affairs, and other divisions to keep work on track and minimize audit risk. The position plans and strategically manages DBHR contracting, ensuring contracts and procurements are tracked and that scope, procurement method, and timelines are agreed upon among DBHR and HCA programs and shared services. It coordinates large, multifaceted, sensitive, and time-critical contracts and interagency umbrella agreements; monitors and escalates issues and risks; and provides backup contract management and communication across the division. The coordinator also directs and supports DBHR contract managers and analyzes contractor reports and work products. This is a full-time, permanent, remote position with occasional in-person attendance or travel for business needs. Employees must be Washington state residents by their first day and must report to the Olympia office on their first and final days. The regular schedule is Monday through Friday, 8 a.m. to 5 p.m., with alternative schedules considered subject to business needs and supervisor approval. The position is supervised by the Behavioral Health Operations and Planning Manager.

Requirements

Expertise in conducting and leading complex research and analysis involving multiple programs, business functions, data sources, and competing considerations to develop actionable recommendations.
Ability to lead evaluations of complex programs, business processes, organizational structures, and workflows and implement improvements to efficiency, effectiveness, accountability, and service delivery.
Knowledge of analytical methods for interpreting complex laws, rules, policies, standards, and organizational requirements and assessing their operational, programmatic, and organizational impacts.
Proficiency integrating and evaluating quantitative and qualitative information from multiple sources, developing performance measures, assessing organizational effectiveness, and recommending improvements.
Ability to lead complex projects and organizational initiatives involving multiple stakeholders, competing priorities, significant dependencies, and broad organizational impacts.
Expertise consulting with managers and senior leaders on complex analytical issues and communicating findings, risks, alternatives, and recommendations to technical and nontechnical audiences.
Skill in leading collaborative analytical efforts, facilitating diverse stakeholder groups, resolving competing perspectives, building consensus, and providing technical guidance to analysts and staff.
Ability to consider equity in decisions, processes, and day-to-day work.
Ability to learn and grow by seeking new perspectives, learning from experience, and continuously improving work and service.
Ability to listen, understand different perspectives, and respond with care, respect, and solutions that meet the needs of others.
Washington state residency by the first day of employment.
Ability to report to the Olympia office on the first and final days of employment.

Nice To Haves

Bachelor’s degree in business administration, public administration, law, public health, health administration, or a related field.
Skill in organizing work, coordinating activities, managing competing priorities, and meeting deadlines.
Ability to collaborate across organizational boundaries, build and train effective teams, evaluate programs and processes, and implement operational improvements.
Proficiency independently managing multiple activities and projects from initiation through completion, setting priorities, exercising sound judgment, and making informed decisions with limited supervision.
Strong communication, interpersonal, and professional skills, including communicating, negotiating, listening, and partnering with internal and external individuals and groups.
Ability to influence, develop, and improve complex systems and business processes while addressing competing organizational priorities.
Knowledge of grant administration or medical contracting principles, practices, and requirements, including project management methods and processes.
Proficiency using software applications, analytical tools, and data analysis techniques to extract, evaluate, interpret, and communicate information from multiple systems.

Responsibilities

Plan, lead, and strategically manage DBHR contracting, ensuring contracts and procurements are tracked and that scope, procurement method, and timelines are agreed upon with relevant programs and central services.
Escalate issues and risks in a timely manner to DBHR leaders and assigned OCP contacts, coordinating legal review and resolution before matters are elevated to agency leadership.
Serve as a key liaison to HCA shared services divisions in administering DBHR contracts and procurements.
Facilitate and coordinate large-scale, multifaceted, politically sensitive, confidential, and time-sensitive contracts and interagency umbrella agreements.
Serve as backup contract manager for DBHR contracts, ensure backup coverage is documented, track contract completion dates, and provide backup contract communications when a contract manager is absent or has transitioned.
Lead, manage, and direct DBHR contract managers and their contracts in coordination with OCP contracting and procurement professionals and project managers, following DES and HCA policies and procedures.
Conduct independent, comprehensive analyses of contractor-submitted reports and work products.
Establish and maintain communication and tracking systems.
Train contract managers and help shape division-wide processes.