Contract and Procurement Specialist-Business Administration

Company name: Philadelphia Corporation for Aging

Title of position: CONTRACTS AND PROCUREMENT SPECIALIST

Position type: Full Time

Pay range: Internal Promotion

Department: BUSINESS ADMINISTRATION

THE ORGANIZATION

A private nonprofit organization founded in 1973, Philadelphia Corporation for Aging (PCA) is a large agency that is part of the Area Agency on Aging (AAA) nationwide network. 

Founded as a result of the federal Older Americans Act, the AAAs are mandated to “facilitate the area-wide development and implementation of a comprehensive, coordinated system for providing long-term care in home and community-based settings, in a manner responsive to the needs and preferences of older individuals and their family caregivers.” PCA carries out this mission through advocacy, stewardship of public funding, planning, development and administration of programs, and service coordination.

The mission of PCA is to improve the quality of life for older Philadelphians and those with disabilities and assist them in achieving the greatest possible levels of health, independence, and productivity.

Benefits:

• Medical, prescription drug, vision, and dental coverage
• Flexible spending plan (health and dependent care)
• EAP, life insurance, short- and long-term disability insurance
• Pre-tax commuting, and parking benefits
• 403(b) retirement plan with employer contributions and optional employee pre-tax contributions.
• Annual paid time off includes 13 holidays, 10 sick days, 2 personal days, and vacation depending on tenure.

DEFINITION: Philadelphia Corporation for Aging (PCA) is a private nonprofit organization that serves older adults in Philadelphia, ensuring they receive high-quality care and services to enhance their independence and well-being.  PCA administers programs funded through federal, state, and local grants, requiring a strong focus on compliance, procurement, and vendor management.

The Business Administration (BA) Department ensures the efficient and compliant administration of PCA’s contractual, procurement, and insurance processes. Under the general direction of the Director of Business Administration, the Contracts and Procurement Specialist works directly with PCA departments and facilitates the entire contracts lifecycle process, from (a) external proposed agreement or internal agreement request to (b) review, drafting and markup to (c) compiling supporting documents and information. The Specialist also will and review contracts, MOUs, and other documents for insurance requirements, and the Specialist will partner with BA’s Contract Managers to generate RFP/RFQ/RFIs and manage those bidding processes.  

This role supports PCA’s operational effectiveness by ensuring that all vendor agreements align with organizational and regulatory requirements. 

QUALIFICATIONS:

Education and Experience:

• Required is a bachelor’s degree in business administration, public administration, pre-law, or a related field. 
• Minimum of two (2) years’ experience in contract management, insurance oversight, document collection, procurement and/or a related field.  A paralegal certification may be substituted for this experience.
• Strong understanding of a contract’s lifecycle, procurement processes, or legal compliance is a significant plus.
• Familiarity with contract management software is a significant plus.

DUTIES AND FUNCTIONS:

Contracts and Procurement:

• Communications with External Stakeholders: Act as contact with vendors and providers from intake through contract execution. 
• Contracts Lifecycle Management:  Review incoming contract requests and gather supporting documents. Track contracts using BA’s contracts repository software platform, currently ContractPodAi, and obtain necessary approvals and signatures. 
• Document Processing and Review: Review and process agreements for accuracy, completeness, and compliance.  Collect any additional documentation required for contract execution including, but not limited to, scopes of work, insurance documentation, and other funder- or regulatory- related materials.
• Interdepartmental Collaboration: Coordinate with internal departments and external partners to obtain necessary information and/or documents.
• Compliance and Risk Management: Assist with identifying potential risks presented by third-party agreements and/or proposed business arrangements.  Work with BA staff and internal clients to mitigate those risks.
• Procurement Process: Assist BA staff with preparing RFPs/RPQs/RFIs, in reviewing and evaluating bids, and in otherwise supporting PCA’s competitive bidding processes. 
• Reporting and Documentation: Prepare regular reports on the status of contracts, procurement activities, and other relevant metrics for management and stakeholders. Track contract milestones, renewals, and expirations, and notify relevant stakeholders of upcoming deadlines.

Insurance and Risk Management:

• Insurance Compliance Documentation: Collect, review, and upload certificates of insurances (COIs) into the insurance system to ensure contractual obligations are satisfied.
• Provider Insurance Compliance: Monitor insurance requirements for all contracted vendors and service providers in accordance with PCA’s standards.
• Insurance Resolution: Serve as a liaison between providers and vendors and PCA’s insurance software vendor. The Specialist will facilitate assistance to and support for vendors related to the insurance dashboard, with the dual objectives of seamless communication and issue resolution. 

Other Functions: 

• Technology Issue Resolution: Troubleshoot and resolve issues including, but not limited, to uploading documents to the BA’s contracts repository and insurance management systems and other internal systems. Educate departments about best practices for BA’s contract management system. 
• Technology Training: Lead and manage training sessions on BA’s contract management system for new and existing users in need of refresher courses, ensuring effective adoption and compliance with company processes. 
• Relationship Management: Acts as liaison and establishes relationships with vendors, providers, program managers, and other internal clients to explain contractual responsibilities and requirements.      
• Other Tasks: As assigned from time to time. 

PROFESSIONAL CHARACTERISTICS:

• Excellent organizational and attention-to-detail skills.
• Strong written and verbal communication skills.
• Track record of providing exceptional service and consistently prioritizing client satisfaction.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, SharePoint, Teams, Outlook).
• Strong aptitude for managing and interpreting data.
• Demonstrated record of successful multitasking.

Band: PCAE – 6  

For information on Philadelphia Corporation for Aging, including more information on our company culture, visit our website at https://www.pcacares.org/

All applicants will receive an acknowledgement that their application has been. Those candidates selected for further consideration will be contacted.

Philadelphia Corporation for Aging is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.