Contract Administrator

Locations: San Diego, CA
Reports To: Program Manager, District Attorney Juvenile Diversion Initiative
Compensation: $55,000 – $65,000 DOE/Neg.

NCRC is an equal opportunity employer. We celebrate diversity and are committed to creating a positive and inclusive work environment for all employees. We encourage applicants of all backgrounds.

Our Organization

The National Conflict Resolution Center’s mission is to provide the resources, training and expertise to help people, organizations and communities manage and solve conflicts, with civility. Built on the principle that every conflict has a solution, our organization serves a variety of communities in both the public and private sectors — regionally, nationally and internationally. Every day we are working to resolve issues with the highest possible degree of civility and equitability to all parties involved.

NCRC has been selected by the San Diego County District Attorney’s Office to manage a groundbreaking new Restorative Justice Program, serving up to 500 justice involved youth around the county each year. The Juvenile Diversion Initiative (JDI) is an incredibly exciting initiative, focused on systems change and social impact across our county. As the Program Administrator, NCRC will support and oversee a comprehensive network of community based social service providers, matching them with youth participants referred from the District Attorney’s Office. These organizations will provide participants with a range of services including mental health, mentoring, skill building courses, substance abuse treatments, educational advocacy, and other positive youth development services. Successful completion of the program allows youth to avoid all juvenile court and probation involvement.

NCRC has 3 divisions: Business Mediation, Training, and Community Programs, under which JDI will reside. The addition of JDI will expand NCRC’s annual budget from $5M to $7M annually, and our team will grow from 30 to 40 staff. This includes new positions specifically created to support the JDI. Please visit https://www.ncrconline.com/ for more information about our organization.

POSITION SUMMARY

JDI program design has begun, and we are hoping to fill the new Contract Administrator role as soon as possible. This position will play a key role in sourcing and onboarding the specialized network of sub-contractors to support the JDI program.

The Contract Administrator will be a key member of our new 12-person JDI project team, assisting to stand up the program and implement systems and procedures to ensure NCRC meets or exceeds contract outcomes. Once the JDI program is up and running, the Contract Administrator’s role may expand to include other areas within NCRC.

Duties & Responsibilities

  • Assisting to build our systems and procedures for sub-contract implementation and management.
  • Reviewing Requests for Information (RFIs) submitted by a wide array of potential subcontractors to ensure eligibility for contracting with NCRC, including individuals, grass roots community-based organizations, and larger social service organizations.
  • Coordinating the negotiation of contracts with NCRC’s subcontractors.
  • Forecasting and advising on budget adjustments and other contract amendments.
  • Serving as a primary point of contact for NCRC’s internal and external partners on all sub-contractual business
  • Implementing and optimizing workflows to maximize service and compliance outcomes.
  • Collecting sub-contractor invoices, billing the DA, and reimbursing sub-contractors.
  • Approving expenditures against service category caps.
  • Ensuring the budgeted number of hours per youth are within projections.
  • Implementing a reporting system that is as near to real-time as possible.
  • Monitoring trends and patterns in both expenditures and service outcomes.
  • Proactively following-up with contractors on any issues, including but not limited to drops or spikes in activity levels, reporting, billing,  and insurance.
  • Reconciling reported hours with monthly invoices and any discrepancies between initial contract estimates at launch and actual usage data/contract outcomes.
  • Ensuring key project information is documented and SOPs are created and followed.
  • Ensuring all aspects of the project are ready for audit.

Requisite Experience & Skills

  • 5+ years of contract management/administration experience.
  • Experience working on large scale contracts with multiple vendors, budgets and more.
  • Knowledge of various contract types and how they influence all aspects of project implementation, administration, and compliance.
  • Experience managing successful contractor negotiations and managing service providers.
  • Ability to review, interpret, and communicate contractual requirements to ensure NCRC’s rights and obligations are protected.
  • Proven ability using spreadsheets and database software for analysis, fiscal management, and reporting. Experience analyzing and reporting on large data sets.
  • Demonstrated experience in analyzing, interpreting, and applying administrative policy, which is frequently complex and interdependent.
  • Ability to exercise independent judgment and decision-making when required.
  • Ability to establish strategic and collaborative working relationships with internal and external partners.
  • Ability to manage a large volume of tasks and competing priorities in a reliable manner.

Attributes & Work Style

  • Responsive: Applies a can-do attitude and a customer service mindset to everything they do.
  • Growth-oriented: Recognizes potential and pursues continuous improvement at all levels; asks thoughtful questions and offers solutions.
  • Strategic Thinker: Intellectually curious, decisive, resourceful, and responsive, with the organizational sensitivity to gain the support and confidence from all areas of our organization.
  • Collaborative: Works effectively with diverse personalities; a natural team player with an easy-going personality; someone who thrives inside a small, team-based work environment.
  • Analytical: Extremely detail-oriented; someone who enjoys working with data, conducting deep analysis and spotting trends.
  • Focused: Stays on-task and manages projects effectively; able to drill down into the details without losing sight of the big picture.
  • Metrics-driven: Skilled at setting measurable, reasonable goals for financial performance and operational excellence; firm but fair, holding team members accountable for performance.
  • Planning and Process-oriented:Exceptional mind for optimizing workflows and managing people, systems, procedures, and programs.
  • Hands-on: Enjoys playing many roles with the ability to keep multiple projects moving forward according to shifting timelines and priorities.
  • Proactive: Able to identify and address potential problems before they flare up.
  • Patient: Ability to take complex contracting concepts and requirements and communicate them in easy-to-understand ways.

For more information or to apply, please contact:

Sarah Thompson, Director, Blair Search Partners
1855 1st Ave., Suite 300, San Diego, CA 92101
Sarah@blairsearchpartners.com