Contracts & Compliance Associate

Health Resources in Action, Inc. (HRiA) is a non-profit organization working to improve and reimagine public health. We connect, consult, and collaborate to solve complex challenges of access and equity in our health and social systems. Together with our partners, clients, and collaborators, we create actionable solutions so that all people can thrive.

In 1957, The Medical Foundation (TMF) was created to primarily fund biomedical research in Massachusetts. Since then, we’ve been on a journey of evolution. We changed our name to Health Resources in Action (HRiA) to reflect our impact in the field of public health. Today, HRiA works with individuals, organizations, and communities to drive a policy and systems change approach to advance health and racial equity.

HRiA seeks sustainable solutions for complex problems using an anti-racist approach. We aim to be adaptable and flexible in meeting clients and partners where they are, offering our decades of knowledge and resources to collectively realize our dream of equitable, sustainable health for all. The foundation of this work is centered on our values:

• Health and racial equity by identifying and addressing the root causes of health inequities, intentionally working to shift narratives and power imbalances and disrupt all systems of oppression.
• Leading with heart by demonstrating our passionate commitment to our work, continuously challenging ourselves with humility and vulnerability while pursuing and holding ourselves accountable to our mission.
• Collaboration by intentionally and respectfully leading, partnering, and following to strengthen relationships, uplift different voices and build trust.
• Innovation by driving toward new strategies, questioning norms, and continuously learning and evolving to support the needs of our clients and communities.

HRiA offers exciting, engaging, and challenging employment opportunities for facilitators, trainers, researchers, analysts, policy specialists, grant managers, and more. People come to HRiA because of our commitment to advancing health equity and inspiring work; they stay for our wonderful clients, partners, and dedicated and dynamic staff. With our growing portfolio of high-impact work, person-centered policies, and generous benefits, our team continually invests in making HRiA a great place to work. Our diverse staff of over 270 people hail from 30+ states, with a homebase in Boston’s Chinatown neighborhood.

Position Description

The Contracts & Compliance (C&C) team seeks two Associates to support a specific portfolio of work within the organization. One will focus on purchasing agreements (i.e. consultants, services, and goods), while the other will focus on client-facing contracts.

At-a-Glance Details

HRiA is hiring two Contracts & Compliance Associates to support the contractual administration of a range of governmental and privately funded projects. The C&C team is responsible for enhancing strategic and administrative activities as program operations continue to evolve and scale. This role affords the opportunity to work collaboratively with a range of program and finance staff within a growing and dynamic non-profit organization. Through the cultivation of trusted relationships across the organization and engagement in collaborative projects, each C&C Associate will serve as an internal connector for the C&C team’s activities that ultimately enhances HRiA’s efforts and effectiveness. Each C&C Associate will be a member of the Budgets & Contracts team within the Administration & Finance cluster at HRiA. This position reports to the Director, Contracts & Compliance.

This position is fully remote with the flexibility to work from out Boston office. The salary range for this role is $60,000 - $70,000.

Duties & Responsibilities

• Manage the lifecycle of HRiA contracts by developing and maintaining a seamless, consistent workflow, including the implementation/enhancement of processes, use of template and maintenance of data and records to ensure efficient tracking.
• Serve as the liaison for programmatic staff for all contract-related items to ensure coordination and alignment of functional activities and synergy of approaches.
• Understand all B&C functions and fill team gaps during times of large volume or during staff absences.

Compliance

• Stay current with relevant rules, policies, and requirements via formal external trainings and independent research to enhance compliance across all contracts.
• Interpret and provide guidance on relevant regulations, policies, and legal requirements governing grants management and contracts administration to program staff.

Process

• Lead program staff through the contract approval process, offering expertise in reviewing documents.
• Oversee documentation within contracts management, ensuring comprehensive and standardized record-keeping.
• Adhere to data management and retention protocols to ensure data integrity..
• Maintain collaborative platforms (i.e., Asana, Acumatica, etc.) and work with teammates to develop and provide trainings to foster the exchange of insights, lessons, and best contracts management practices.
• Promote and sustain clear and transparent communication of contracts management practices across functions and programs.

Contract Review

• Draft contract documents in accordance with established internal policies and procedures.
• Identify and analyze all contractual requirements, special provisions, terms and conditions to ensure compliance.
• Negotiate business terms and conditions within scope of responsibility to minimize potential exposure while maximizing benefits.
• Facilitate the approval process of all contract documents from pre-contract through post-signature phases as necessary.
• Assure accurate data entry of contract specifications and terms into Acumatica and completeness of all contracting processes.
• Maintain systems that provide timely notification of critical contract events (e.g. renewals, termination and due dates contained within the agreements).
• Effectively communicate the importance and intent of all required terms and conditions to both internal and external stakeholders.
• Monitor contract life cycle including renewals, extensions, and close-outs.
• Serve as a liaison /advocate for internal policies, processes, and procedures.

Candidate Qualifications

The ideal candidate will be action-oriented and a strong communicator who is proactive, analytical, and detail-oriented. This person will think strategically across functions with an understanding of when to step in and out of a lead role on critical projects, including when to escalate to the appropriate party. A successful candidate will have a proven track record of building trust with teammates and overcoming challenges to carry work across the finish line.

Minimum Requirements

• Bachelor’s degree with 2 to 3 years of experience in contracts administration roles within the philanthropic or nonprofit sectors, as a paralegal, or a similar position. An additional 3 years’ experience may be substituted for a Bachelor’s degree.
• Understanding of compliance principles and best practices, including familiarity with relevant laws, regulations, and industry standards.
• Understanding of basic contract administration principles and concepts.
• Advanced Word skills with proficiency in other Office 365 applications
• Familiarity with how fast-paced, dynamic philanthropic organizations function.
• Ability to navigate different individual and team dynamics and build trusted and collaborative partnerships across all functions and levels.
• Ability to foster an atmosphere which recognizes and respects cultural and individual differences.
• Ability to manage multiple projects, develop timelines, and anticipate and plan for unforeseen circumstances, adjusting effort and shifting priorities when necessary.
• Ability to communicate clearly and provide updates for colleagues and key partners to ensure continuous project alignment.
• Ability to innovate and bring solutions-focused approach to projects.
• Demonstrated ability to effectively support and lead projects, with a keen understanding of when and how to transition between support and leadership roles as needed.
• Ability to develop processes in order to streamline team effort and effectiveness.
• Alignment with and commitment to HRiA’s mission and values.
• Strong independent judgment.
• Track record of executing high-caliber work while exhibiting diplomacy and grace under time pressure.

What Would Be Nice To Have

• Experience with government contract close-outs and responds to request for information in the possession of the government contracts department.
• Working knowledge of the Federal Acquisition Regulations (FAR), Code of Federal Regulations (CFR), and Defense Acquisition Regulations (DFAR).

HRiA offers strong benefits to its employees, including:

• Competitively benchmarked salaries,
• Health, dental, and vision insurance,
• Retirement plan,
• Short-term, long-term, and life insurance,
• Paid Family and Medical Leave,
• Vacation starting at 4 weeks, plus office closure for the last week of December,
• Flexible summer hours,
• 13 paid holidays.

To apply, submit your resume and cover letter online. Candidacy will be evaluated through a series of interviews conducted by telephone and/or video conference platform.

HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

For more information about the organization visit http://www.hria.org.