Contract Administrator

Institute on Aging; San Francisco (CA); On-site; USD 43,000 - 45,000; Full time

Job summary

Institute on Aging seeks a Contract Administrator to manage contract records and support the Contracts Department. This role entails uploading contracts, maintaining files with proper version control, and tracking expirations, all while providing timely internal support.

The position requires strong organizational skills, attention to detail, and experience with CLM or document management systems. Onsite work in San Francisco is expected part of the week.

Qualifications

• Associate or bachelor’s degree preferred, or equivalent combination of education and relevant experience.
• 5-6 years of administrative, contract administration, records management, or related experience.
• Experience with Contract Lifecycle Management (CLM) platform preferred.
• Strong attention to detail and data accuracy.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite and document management.

Responsibilities

• Upload executed contracts, amendments, and supporting documentation into the CLM system in a timely and accurate manner.
• Maintain organized and up-to-date digital contract files, ensuring proper version control and document integrity.
• Monitor contract status and track expiration or renewal dates, as applicable.
• Respond to internal requests for copies of contracts and related documentation.
• Generate reports or dashboards from the CLM system as requested by the Director of Contracts.
• Provide general administrative support to the Contracts Department as needed.
• Assist with process improvements related to contract documentation and system workflows.
• Provide internal support with navigation and retrieval within the CLM system.

Skills

Attention to detail

Organizational skills

Written & verbal communication

MS Office

Document management

Customer service

Education

Associate or Bachelor's degree preferred

Tools

CLM system

Document management system

DocuSign

Job description

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life.With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.The Contract Administrator supports IOA’s contract operations by maintaining organized and accurate contract records within the organization’s Contract Lifecycle Management (CLM) system. This role is primarily administrative and is responsible for uploading documents, managing contract files, tracking key dates, and responding to internal requests for contract documentation.Key ResponsibilitiesUpload executed contracts, amendments, and supporting documentation into the CLM system in a timely and accurate manner.Maintain organized and up-to-date digital contract files, ensuring proper version control and document integrity.Monitor contract status and track expiration or renewal dates, as applicable.Respond to internal requests for copies of contracts and related documentation.Ensure contract records are complete, accurate, and audit-ready at all times.Generate reports or dashboards from the CLM system as requested by the Director of Contracts.Support internal users with basic navigation and document retrieval within the CLM system.Assist with process improvements related to contract documentation and system workflows.Provide general administrative support to the Contracts Department as needed.QualificationsEducationAssociate or bachelor’s degree preferred, or equivalent combination of education and relevant experience.Experience5-6 years of administrative, contract administration, records management, or related experience.Experience working within a Contract Lifecycle Management (CLM) platform or similar document management system preferred.Skills & AbilitiesStrong attention to detail and commitment to data accuracy.Excellent organizational and document management skills.Ability to manage multiple tasks and meet deadlines in a fast-paced environment.Strong written and verbal communication skills.Proficiency in Microsoft Office Suite (Word, Excel, Outlook).Experience with electronic signature platforms (e.g., Docusign) preferred.Ability to handle sensitive and confidential information with discretion.Strong internal customer service orientation and responsiveness.Basic understanding of contract terminology and structure, with the ability to identify key provisions and support preliminary contract review under direct report.Work Schedule & EnvironmentStandard business hours are Monday through Friday, 9:00 a.m. – 5:00 p.m.Must be able to work onsite in San Francisco two to three days per week.Ability to sit and work at a computer for extended periods of time.COMPENSATION:Range: $31 to $33/hourThis amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factorThis range does not include any additional equity, benefits, or other non-monetary compensation which may be included.