Assistant Director, Contract Management
Department: Contract Management
Reports to: Director, Contract Management
The Patient-Centered Outcomes Research Institute (PCORI) is authorized by Congress to conduct research to provide information about the best available evidence to help patients and their health care providers make more informed decisions. PCORI’s research is intended to give patients a better understanding of the prevention, treatment and care options available, and the science that supports those options.
The Assistant Director, Contract Management (Assistant Director) is a key member of the Program Support and Information Management leadership team. In this capacity, the Assistant Director, provides guidance, strategy and direction setting to manage PCORI’s contract management and its internal controls functions. Specifically, the Assistant Director will be responsible for monitoring and measuring the contract management teams operational efficiency. The Assistant Director will provide guidance on the execution of pre and post-award tasks related to PCORI’s extramural funding contract awards; facilitate the full lifecycle contracting experience for PCORI awards within a specific programmatic portfolio; however, the main focus of this role is to ensure internal controls and coordinate with the Data Management and Operations Support team to ensure collection, update, and quality assurance of application and award data related to core business functions of award-making and contract oversight.
The Assistant Director must monitor the facilitation of the lifecycle of awards and contracting process for applicants and PCORI awardees (from funding announcement development through award closeout). The position will manage a team of approximately six to eight full time staff to support the development of new funding initiatives, coordinate with data management and operations support team in providing Helpdesk support (technical and administrative), conduct pre-award/post award compliance exercises, and perform budget review, award monitoring and reporting. The Assistant Director is responsible for leading the efforts to provide information for outside audits and other inquiries. The Assistant Director also acts as the liaison with the Finance Department. As a people manager and team leader, the Assistant Director also represents the Director in a continuous effort to enhance organization excellence, capacity building, and staff development and growth.
As a member of the PSIM leadership team, the Assistant Director will be responsible for:
- In collaboration with the Director, develop strategic plans to set priorities, focus resources, strengthen the contract management operations and ensure staff are working toward the common goals to achieve PCORI’s mission
- Create appropriate monitoring tools to continually assess outcomes of strategic initiatives and make adjustments as warranted
- Create and manage internal control exercises regularly to assess the Contract Management Teams’ progress and measure against PCORI goals
- Develop policies and processes to effectively drive the contract management function, collaborating across departments to ensure smooth operations
- Based on the information gleaned from the internal control assessment exercises, create innovative solutions to address ongoing applicant and awardee needs
- Continue to fine-tune approaches to active portfolio management in collaboration with merit review, program staff and PCORI leadership
- Stay abreast of updated trends and practices that will ensure the contract management function continues to foster productivity and is well organized for future success
Duties and Responsibilities:
Contract Portfolio Oversight
- Provides guidance and advisory support to a team of ~6-8 contract administrators, specialists and or coordinators;
- Aligns staff to support all pre and post-award activities; and ensures consistent operations for both pre- and post-award activities; creates, revises, and implements policies and procedures;
- In coordination with Project Manager, Planning and Policy Coordination, Director, and Office of the Chief Program Support Officer, maintains open communications with the assigned PFA departmental leads, manages team support and guidance to staff from the time of PFA development, release, and letter of intent/application submission;
- In coordination with Project Manager, Planning and Policy Coordination, Director, Office of the Chief Program Support Officer, works with assigned PFA departmental leads to review revised and/or new application materials prior to public release, including PFA, application guidelines, and application templates based off applicant feedback;
- Under direction of the Director, implements PFA timelines and ensure all dates are met in-sync with other teams; and serves as the CM liaison to PCORI Project Team (e.g. Program Officers, Finance/Staff Accountants, and Engagement Officers assigned to each award);
- Oversees the administrative review of all applications within the portfolio and ensure the proper enforcement of PCORI guidelines;
- Responsible for award negotiation and execution of all projects within a specified portfolio. Escalate contracting issues to Director of Contracts Management;
- Oversee award monitoring and reporting on the awards;
- This includes timely review and acceptance of progress reports and deliverables, collaboration with the PCORI Project team to ensure progress, conducting and documenting awardee site visits, in collaboration with Finance Department serves to verify the invoices, and serving as the primary point of contact for all contract issues within an awardee portfolio;
- Collaborates with Finance department management team to manage PCORI’s internal audit and external financial audit activities, including final cost and progress reporting, collection of all deliverables, documentation that all contract conditions were achieved, and award termination or transfer to a new (continuing) institution;
- Provides regulatory, programmatic and administrative counsel to portfolio applicants, awardees, and staff; and ensures documentation is maintained in a manner compliant with PCORI’s specifications;
- Ensures Salesforce reports are current for assigned teams;
- Provides input into the development and revision of all CM systems to include functional requirements;
- Participates in special projects, cross-functional, and strategic initiatives, both internally (within PCORI) and externally (to the applicant, awardee, and stakeholder communities);
- Assists in the development and revision of department policies and SOP’s. Create and implement a plan to train staff on policies and SOP’s
Team Building and Leadership
- Provides daily supervision and performance management to a team of ~6-8 CM staff members;
- Manages team to improve performance and streamline operations;
- Provides team oversight of training initiatives: online, self-lead, and in-person;
- Ensures that the confidentiality and security of all information under his/her team’s supervision is maintained;
- Creates an inspiring team environment with an open communication culture and organizes team building activities;
- Sets clear team goals, delegates tasks and set deadlines, and oversees day-to-day operation;
- Motivates team members, monitors team performance and reports on metrics;
- Discovers training needs and provide coaching; listens to team members’ feedback and resolve any issues or conflicts;
- Recognizes high performance and reward accomplishments; encourages creativity and risk-taking
Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.
Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.
- Proven experience with contracts, grants, and/or cooperative agreements. Experience managing pre-award activities and/or post-award management, required. Demonstrated ability to influence and achieve results from individuals and groups who do not have direct reporting lines to the Assistant Director
- Demonstrated use of expert judgment and experience in problem-solving project issues/roadblocks
- Strong project management skills
- Excellent communication and leadership skills, both in writing and orally
- Organizational and time-management skills
- Demonstrated experience as a collaborative and collegial professional; results-oriented; customer-focused with effective organizational management experience.
- Decision-making skills
- Working knowledge of FAR, OMB Circulars, 2 CFR 200, and contract law. Experience with federal awards is a plus.
- Knowledge of relational databases preferred, i.e. Salesforce, Cayuse424, ClickCommerece SAP, PeopleSoft, Oracle, S2S Grant Systems, etc.)
- BA/BS and at least 10 years of related professional experience; MA, MS, MPA, MPH, MBA, or equivalent Masters-level education (or higher) and at least 5 years of related professional experience preferred; 2-4 years of supervisory experience preferred.
- At least 3 years experience in a customer services environment;
- At least 3 years of award recipient experience and/or award funder experience;
- Experience managing budget portfolios greater than $25 million;
- Demonstrated experience with risk assessments and action plan development;
- Demonstrated experience implementing continuous process improvement;
- Experience implementing performance management processes, staff development, and teambuilding;
- Prior supervisory experience required;
PCORI conducts background on all applicants.
PCORI is an equal opportunity employer committed to cultural diversity in our workforce.