Contract System Administrator

SUMMARY DESCRIPTION

The position is responsible for overseeing the end-to-end administrative process related to contract management. It ensures the accuracy, completeness, and compliance of submitted contract requisitions, supports the execution and tracking of contracts, prepares regular and ad hoc reports, and manages the contract management system (CMS 2.0). This position serves as the primary administrator and point of contact for CMS providing training, user support, and system maintenance. 

ESSENTIAL FUNCTIONS:

1. Review submitted contract requisitions to ensure completeness and compliance with internal guidelines. Distribute contract requisition to Account Liaison.
2. Assist finance account liaisons in preparing and executing contracts by ensuring all necessary documentation is submitted, contracts are signed, and insurances are updated.
3. Oversee the administration of the CMS 2.0 Contract database, ensuring timely updates and accurate lifecycle tracking from requisition through execution. 
4. Generate monthly report of executed contracts using the Contract Management System, to be submitted to the finance committee of the Board of Directors. 
5. Coordinate with contract managers and finance teams for mid-year and year-end closings.  
6. Serve as the primary point of contact for vendors, directing them to the appropriate staff to address inquiries regarding their contracts. 
7. Review and verify that vendor insurance coverage and policies remain current and complian.t 
8. Create ad hoc reports for the Director of Contracts
9. Prepare and route contracts for execution on a weekly basis, utilizing DocuSign to ensure timely completion and proper documentation  
10. Manage mass communication projects (e.g., vendor notices, program updates) using contract system tools; track responses and follow-up as required.
11. Serve as the primary administrator and point of contact for the Contract Management System, supporting software implementations or upgrades, and actively participating in system testing and training.
12. Maintain up-to-date user manuals, guides, and training materials for the Contract Management System, and provide ongoing user support, including training and onboarding for new users.
13. Perform other contract-related and administrative duties as assigned to support overall departmental efficiency and compliance.
14. Perform other job-related duties as assigned.

EDUCATION/PROFESSIONAL EXPERIENCE

Associate degree preferred with at least 2 years of experience working with contracts/grants & database administration, or any combination of education and experience determined to be acceptable by the Human Resources Department.

SKILLS & QUALIFICATIONS

•  Experience with data entry, document tracking, and maintaining accuracy in contract or grant-related databases
•  Familiarity with basic contract language or prior experience in a contract administration or grants coordination role is preferred
• Ability to prepare comprehensive written reports
• Excellent oral, written, and interpersonal skills
• Proficient in the use of Microsoft 365 applications, including Word, Excel, PowerPoint, and Outlook
• Experience with contract lifecycle management CLM software, such as DocuSign
• Strong Analytical, technical, and organizational skills
• Ability to organize and prioritize work
• Ability to carry out assignments requires the obtaining of facts, organization of material, maintenance of the contract tracking tool, and preparation of reports based thereon
• Excellent communication and problem-solving skills
• Ability to establish and maintain effective working relationships with all levels of the organization and the general public

 What We Offer

Philadelphia Works offers qualifying full-time employees a competitive benefits program including medical, dental, vision, 401(k), tuition assistance, life insurance, and disability. We also offer company-paid vacation, personal, and sick leave days.

Equal Opportunity Employer

Philadelphia Works is an equal opportunity employer and complies with all laws prohibiting discrimination based on race, color, national origin, ancestry, religion, sex (including sexual orientation, transgender status, and gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, or any other basis protected by federal, state or local laws, in all matters pertaining to recruitment, selection, compensation, training, advancement and promotion, retention, discipline, and termination.