Associate Director of Contracts and Grants
Department: Operations
Status: Full-Time, Exempt
Reports To: Director of Contracts and Grants
Supervises: Two Contract Managers – Federal Grants and one Contract Manager – State Grants
Position Summary
Healthy Start MomCare Network (HSMN) is seeking an experienced Associate Director of Contracts and Grants to support the administration, monitoring, and compliance of contracts, grants, subcontracts, and subawards.
This position provides day-to-day leadership for the contracts and grants function, including hands-on management of federal grants and health plan contracts. The Associate Director will also be cross-trained in overseeing state grants and contracts.
The successful candidate will be responsible for contract development and administration, tracking organizational and subcontractor deliverables, monitoring contract performance, conducting quality assurance and compliance reviews, and ensuring contractual requirements are completed accurately and on time.
The position works closely with program leadership, Finance, Informatics, legal counsel, funding agencies, health plans, subcontractors, subrecipients, and other partners.
Key ResponsibilitiesContract Development and Administration
● Draft and revise contracts, subcontracts, amendments, scopes of work, and related agreements for review by the Director of Contracts and Grants, COO, and legal counsel.
● Coordinate contract development, review, execution, amendment, renewal, and closeout.
● Ensure agreements clearly define deliverables, performance expectations, reporting requirements, payment provisions, timelines, and compliance requirements.
● Incorporate applicable requirements from prime contracts and grants into subcontracts and subawards.
● Maintain accurate and complete contract documentation and tracking systems.
● Identify contractual issues and risks and elevate significant matters to the Director.
Contract, Grant, and Deliverables Management
● Oversee the day-to-day administration of assigned contracts, grants, subcontracts, and subawards.
● Maintain systems for tracking deliverables, reporting requirements, deadlines, renewals, amendments, and other contractual obligations.
● Ensure departments understand and meet their contractual responsibilities.
● Monitor subcontractor and subrecipient deliverables, reports, invoices, data, and documentation.
● Follow up on late, incomplete, or deficient deliverables and coordinate corrective action.
● Provide regular updates to the Director regarding deadlines, outstanding deliverables, performance concerns, and contractual risks.
Monitoring, Quality Assurance, and Compliance
● Develop and implement standardized monitoring processes for contracts, grants, subcontractors, and subrecipients.
● Conduct quality assurance reviews and periodic desk, virtual, or onsite monitoring activities.
● Assess compliance with contractual requirements, performance standards, documentation requirements, and applicable funding requirements.
● Develop monitoring tools, checklists, reports, and corrective-action processes.
● Document findings and work with responsible staff, subcontractors, or subrecipients to resolve deficiencies.
● Monitor corrective-action plans through completion.
● Identify recurring compliance or performance issues and recommend improvements.
● Support organizational preparation for funder monitoring, external reviews, and audits.
Federal and State Grants and Health Plan Contracts Oversight
● Provide oversight and coaching to Contract Managers responsible for federal and state grants and directly oversee health plan contracts.
● Ensure federal and state grant requirements, subrecipient obligations, health plan requirements, and related deliverables are appropriately tracked and managed.
● Coordinate with Programs, Finance, Informatics, and other departments on requirements affecting program performance, financial reporting, claims, data, systems, or operations.
● Maintain awareness of applicable federal and state grant and health plan requirements.
● Communicate changes affecting organizational or subcontractor responsibilities.
● Identify matters requiring clarification, corrective action, negotiation, or leadership review and elevate them appropriately.
Department Leadership and Continuous Improvement
● Supervise three Contract Managers and establish priorities and workload assignments.
● Review work products, monitor deadlines and performance, and provide coaching and technical guidance.
● Assist in developing contract and grant policies, procedures, templates, monitoring tools, and internal controls.
● Establish consistent standards for contract documentation, tracking, monitoring, and compliance.
● Identify opportunities to improve workflows, systems, and processes.
● Provide guidance and technical assistance to staff regarding contractual requirements.
● Facilitate coordination among Contracts and Grants, Programs, Finance, Informatics, and other departments.
● Represent the department in internal and external meetings as assigned.
● Provide departmental leadership in the Director’s absence, as designated.
Minimum Qualifications
● Bachelor’s degree in business administration, public administration, healthcare administration, finance, public health, contract management, or a related field; a master’s degree is preferred.
● Five or more years of progressively responsible experience in contract administration, grants management, compliance, healthcare administration, government contracting, or a related field.
● Demonstrated experience drafting, administering, and monitoring contracts or grants.
● Experience monitoring deliverables, contract performance, subcontractors, or subrecipients.
● Demonstrated supervisory or professional team-leadership experience.
● Strong knowledge of federal and state contract and grant administration, monitoring, and compliance.
● Excellent organization, communication, quality assurance, and problem-solving skills.
● Ability to manage multiple deadlines and maintain accurate, audit-ready documentation.
Equivalent combinations of education and relevant professional experience may be considered.
Preferred Qualifications
● Seven or more years of progressively responsible contract and grant-management experience.
● Experience administering federal grants and subawards.
● Experience in healthcare, Medicaid managed care, public health, nonprofit organizations, or government-funded programs.
● Experience conducting subcontractor or subrecipient monitoring and quality assurance.
● Familiarity with federal Uniform Guidance requirements.
● Experience preparing for audits, monitoring reviews, or compliance assessments.
What Success Looks Like
Success in this position will be demonstrated by:
● Timely and accurate completion of contract and grant deliverables
● Effective subcontractor and subrecipient oversight
● Strong contract documentation and tracking
● Timely identification and resolution of compliance issues
● Consistent quality assurance and monitoring practices
● Effective supervision and development of Contract Managers
● Reliable communication with leadership regarding deadlines, performance, and contractual risks
Physical Demands and Work Environment
This position regularly requires sitting, communicating, and using a computer, telephone, and other standard office equipment for extended periods. The employee may occasionally stand, walk, reach, bend, or move within an office or monitoring-site environment and occasionally lift, carry, push, or pull items weighing up to 20 pounds.
Work is generally performed in a professional office or approved remote-work environment. Periodic desk, virtual, or onsite monitoring activities may be required. The employee may occasionally need to adjust work hours to meet contractual deadlines, monitoring schedules, audit requirements, or other organizational needs.
The essential functions of this position must be performed with or without reasonable accommodation.
Benefits
Full-time regular employees are eligible for medical and dental benefits paid for by FAHSC and available upon hire, an employer-paid retirement plan, generous paid leave, paid holidays, and more.
Benefits are subject to the terms of applicable plan documents and organizational policies.
Equal Employment Opportunity and Reasonable Accommodation
HSMN is committed to equal employment opportunity and to maintaining a workplace free from unlawful discrimination and harassment. Employment decisions are made without regard to any status protected by applicable federal, state, or local law.
HSMN will consider reasonable accommodations for qualified applicants and employees with disabilities and for other legally protected needs, consistent with applicable law. Applicants who require an accommodation during the application or interview process should contact HSMN’s designated representative.
How to Apply
Interested candidates should submit a resume and cover letter describing their experience with contract and grant administration, federal grants, health plan contracts, compliance monitoring, subcontractor or subrecipient oversight, and staff supervision.
This posting describes the position’s primary responsibilities and qualifications. It is not an exhaustive list of every duty or responsibility and does not create a contract of employment. HSMN may revise the position’s responsibilities as organizational needs change, subject to applicable law and organizational policy.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
Experience:
- contract-grants mg/compliance/healthcare admin/govt contract: 5 years (Required)
Work Location: Hybrid remote in Tallahassee, FL 32301
