Contracts Manager, The Philadelphia Youth Network

Posted by on January 27, 2014

Contracts Manager, The Philadelphia Youth Network
Posted on: January 16, 2014

Job description
About the Philadelphia Youth Network:

The Philadelphia Youth Network (PYN) is a nationally-recognized intermediary organization dedicated to improving the economic and education outcomes of Philadelphia’s youth. PYN organizes its work around five core functions: leveraging, coordinating, and managing public and private investment directed at youth education and workforce development in the Philadelphia region; convening and leading cross-sector partnerships and initiatives that enhance opportunities available to Philadelphia youth; designing, managing, and replicating effective program models that prepare Philadelphia youth for the future workforce, focusing particularly on youth that live in poverty, have dropped out, or are at risk of dropping out of school and/or are involved with public care systems; managing a service-delivery system created to ensure citywide coordination of youth career-connected educational services and build the capacity of youth-serving provider organizations.

About the Finance Department:

The Finance Department (FD) is responsible for the financial operations of PYN in support of the organization’s core functions. In doing so, among other responsibilities, the FD manages the organization’s accounting functions, budgeting, cash and investments, capital assets, accounts receivable and payable, payroll and benefits, leases, insurance, audits, financial statement processing, and compliance with government reporting requirements. The FD also administers the organization’s contracting process for its consultant and provider agreements, contracts, and subcontracts (contracts).

General Description:

The Contracts Manager supports the work of PYN’s Finance Department by overseeing PYN’s contracting process through the issuing of PYN’s consultant and provider agreements, contracts, and subcontracts (contracts). The Contracts Manager is responsible for the development and oversight of a comprehensive and efficient contract development, management, and execution system. This position also supports the work of PYN’s External Relations and Program Services departments as well as other departments within the organization that enter into contracts.

Essential Functions:

• Learn about PYN’s mission, vision, and role as an intermediary organization
• Gain a full understanding of PYN’s contracting process from both a financial and programmatic standpoint
• Work on cross-functional teams to support PYN departments issuing consultant and provider contracts
• Oversee the creation and maintenance of PYN’s standard contract documents, taking into account the Federal, State, City, and Private sources that fund these contracts
• Communicate with funders in response to requests for information about contracting processes and procedures and consultant and provider contracts and budgets
• Administer the development and execution of more than 150 contracts with consultants and providers annually
• Ensure that streamlined contracts, funded by multiple public and private sources, are issued
• Assist in the development of both cost reimbursement-based and performance-based contract terms
• Negotiate terms and conditions of contracts as needed
• Conduct financial reviews of contract budgets and work with consultants and providers to ensure that budgets are modified as necessary
• Receive and review returned signed contracts and see the contracts through to execution
• Update several contracts management systems that provide the up-to-date status of each contract
• Lead contracts management-related projects, such as archiving expired contracts, organizing current contract files, reviewing and processing incoming contract-related documentation, etc.
• Manage communication with PYN’s consultants and providers and internal PYN staff around the contracting process
• Coordinate logistics for trainings and events
• Design and implement annual trainings on the contracting and invoicing process for PYN’s providers
• At times, supervise a Seasonal Contracts Specialist
• Perform other duties as assigned by the Vice President of Finance

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