Contract Administration Manager

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Functional Title: Contract Administration Manager

Job Title: Contract Administration Mgr I

Agency: Health & Human Services Comm

Department: SU CONTRACT MGT

Posting Number: 4382
Closing Date: 04/07/2025
Posting Audience: Internal and External
Occupational Category: Management
Salary Group: TEXAS-B-26
Salary Range: $6,377.50 - $10,785.83
Shift: Day

Additional Shift: Days (First)

Telework: Eligible for Telework

Travel: Up to 10%

Regular/Temporary: Regular

Full Time/Part Time: Full time

FLSA Exempt/Non-Exempt: Exempt

Facility Location:

Job Location City: AUSTIN

Job Location Address: 4601 W GUADALUPE ST

Other Locations:

MOS Codes:

3006,3044,8640,310X,36A,36B,51C,60C0,62S0,63G0,63S0,64PX,651X,6C0X1,751X,FIN10,LS,LSS,SEI16,SK,F&S

Job Description:

This position may be eligible for telework, however all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business need.

Under the supervision of the Director of the Substance Use (SU) Contract Management Area, the Contract Administration Manager (CAM) performs advanced contract administration tasks and assists with daily operational oversight of the area, which manages over 500 contracts valued at more than $360 million per state fiscal year.

Performs advanced (senior-level) contract administration 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 development to closeout within the Substance Use Contracts Management Area. The CAM will establish goals, objectives, and procedures for the management and administration of substance use contracts while coordinating and leading initiatives designed to strengthen contract management and administration functions. The role involves regularly reporting data to leadership, utilizing that data as decision-making points, and providing technical assistance to SU contract management area staff. A comprehensive understanding of 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) is essential to ensure compliance and effective oversight.

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 work under pressure in a fast-paced, high-demand environment, necessitating flexibility and adaptability to change.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. Work schedules for the first six months of employment must be between the hours of 7AM to 6PM. Supervisors may consider alternate schedules outside of these hours based on performance, responsibilities, and the needs of the team, however, alternate work schedules are not guaranteed. The CAM will provide high-quality customer service to both external and internal customers through prompt responses to inquiries, proactive problem-solving, and a commitment to continuous improvement within the contracting and program areas.

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 procurements and contracts. Oversees, develops or prepares Scopes of Work (SOW), specifications, and conditions for new contracts; prepares contract documents; and leads negotiation strategies. Plans and provides input on contract administration activities including but not limited to contract budgets and budget allocations for proposed contract agreements. Arranges, monitors, and reviews budget allocations with management. Reviews, assists, and manages quality assurance activities. Represents the area by making presentations, providing information, and collaborating with contractors and stakeholders, state agencies, internal audit and federal partners. Develops and ensures accurate and complete reports for management and HHSC executive leadership. Ensure SU Contract Management area complies with federal and state regulations. Based on review results provides recommendations to the Director and staff regarding new policies and procedures. (30%)

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 and team members as needed. (30%)

Provides input for or develops standardized management and administration protocols, metrics, compliance guides, handbooks, and tools. Oversees 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. 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. (20%)

Monitors contractor compliance with established regulations and standards, oversees the work of Contract Specialists IV and V to ensure effective contract management. Serves as the principal contract liaison between agency management, contractors, and other internal and external stakeholders, facilitates 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. (15%)

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. (5%)

Registrations, Licensure Requirements or Certification:

Certified Texas Contract Manager (CTCM) or secure CTCM within 12 months.

Knowledge Skills Abilities:

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.

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 build and maintain effective working relationships with various stakeholders.

Ability to evaluate the performance of staff or contractors delivering services click apply for full job details