Contracts Administration Manager

Catalyst Family Inc.; Morgan Hill, Northern (CA, KY); Hybrid; USD 90,000 - 140,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

401(k) retirement plan

Paid vacation, sick time, and holidays

Discounted childcare

Access to employee discounts

Job summary

Catalyst Family Inc. is seeking a Contracts Administration Manager to oversee the administration, monitoring, and compliance of contracts and funding agreements.

The role includes supervising Contracts Analysts, coordinating amendments and renewals, and ensuring reporting and fiscal activities meet requirements. The position collaborates across departments to address contract needs, interpret terms, and maintain records.

Qualifications

• Bachelor’s degree in accounting, finance, economics, business administration, public administration, or a related field.
• 3+ years of experience managing a team.
• 3+ years of relevant experience in contract administration, grant administration, compliance, accounting, financial analysis, fiscal reporting, or a related area.
• Experience interpreting and applying contractual requirements, policies, procedures, or funding terms and conditions.
• Proficiency with Microsoft Excel and other Microsoft Office applications.

Responsibilities

• Administers assigned contracts and funding agreements throughout the contract lifecycle, including execution, amendments, renewals, reporting, and closeout.
• Reviews and interprets contract terms to ensure compliance and provides guidance to internal departments.
• Coordinates with internal departments and external agencies to address contract requirements and deadlines.
• Maintains accurate contract records, trackers, and supporting documentation and assists with audits and external monitoring.
• Monitors contract performance through analysis of earnings, revenues, expenditures, enrollment, attendance, and other data.
• Oversees tracking of grants and funding streams and ensures reporting is accurate and timely.
• Analyzes contract performance and provides information to support budgeting and planning.
• Provides day-to-day supervision and coaching to Contracts Analysts, including assigning work and monitoring deadlines.
• Supports performance management and staff development within the Contracts team.

Skills

Contract administration

Financial analysis

Excel

Communication

Team leadership

Problem solving

Education

Bachelor's degree in accounting/finance/business or related field

Tools

Microsoft Excel

SharePoint

Word

Outlook

Job description

Description

The Contracts Administration Manager is responsible for the administration, monitoring, and compliance of Catalyst Family Inc.’s contracts and funding agreements and provides day-to‑day supervision and guidance to Contracts Analysts. This position manages assigned contracts throughout the contract lifecycle, including reviewing contract terms, monitoring requirements and deadlines, coordinating amendments and renewals, overseeing required reporting, and monitoring contract performance and financial activity. The role works cross‑functionally with internal departments to ensure contract requirements are met, identifies potential issues or variances, and communicates relevant regulatory and funding updates to key stakeholders.

Key Responsibilities:

Contract Administration, Compliance, and Fiscal Analysis

• Administers assigned state, local, school district, and other funding contracts throughout the contract lifecycle, including execution, amendments, renewals, reporting, and closeout.
• Reviews and interprets contract terms, conditions, and requirements to ensure compliance and provides guidance to internal departments as needed.
• Coordinates with internal departments and external agencies to address contract requirements, resolve discrepancies, and ensure contractual obligations and deadlines are met.
• Maintains accurate contract records, trackers, and supporting documentation and assists with state audits, business reviews, and other external monitoring activities.
• Monitors contract performance through review and analysis of earnings, revenues, expenditures, enrollment, attendance, and other relevant financial and program data.
• Reviews contract reports, funding agency calculations, and payments and collaborates with Accounting and Finance to reconcile contract activity and resolve discrepancies.
• Oversees tracking of assigned grants, supplemental funding, restricted funds, and other funding streams and ensures required fiscal and programmatic reporting is accurate and timely.
• Analyzes contract performance, funding utilization, and financial trends and provides information and recommendations to support budgeting, forecasting, and operational planning.

Contracts Team Support and Communication

• Serves as a resource to internal departments and external stakeholders regarding assigned contracts, funding requirements, reporting, and applicable procedures.
• Supports CFAs, grant applications, funding submissions, and other contract-related projects and participates in applicable internal and external meetings.
• Monitors regulatory, legislative, and funding updates and communicates relevant changes affecting contracts and subsidized childcare programs.
• Maintains Contracts Team resources, procedures, templates, and tracking tools and supports process improvements, internal controls, and staff guidance.
• Collaborates with the Contracts team and other departments on periodic reporting and close activities to ensure contract information, reconciliations, and supporting documentation are accurate and timely.
• Performs other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee's job classification, skills, and training.

Staff Supervision and Development

• Provides day-to‑day supervision, guidance, and support to Contracts Analysts, including assigning and prioritizing work and monitoring deadlines and deliverables.
• Reviews work for accuracy, completeness, and compliance with contract, funding, and reporting requirements.
• Provides coaching, training, and technical guidance to support staff development and consistent application of Contracts Team procedures.
• Supports performance management, including providing feedback, addressing performance concerns, and participating in performance evaluations.
• Promotes effective communication, collaboration, accountability, and workload coordination within the Contracts team.

Required Qualifications:

• Bachelor’s degree in accounting, finance, economics, business administration, public administration, or a related field.
• 3+ years of experience managing a team.
• 3+ years of relevant experience in contract administration, grant administration, compliance, accounting, financial analysis, fiscal reporting, or a related area.
• Experience interpreting and applying contractual requirements, policies, procedures, or funding terms and conditions.
• Proficiency with Microsoft Excel and other Microsoft Office applications.

Preferred Qualifications:

• Experience in childcare, education, nonprofit, or another publicly funded environment.
• Experience with State or Federal contracts, California subsidized childcare programs, grants, school district agreements, or facility leases.
• Experience with contract reporting, supporting audits, contract renewals, amendments, grant management, or compliance monitoring.

Key Qualifications:

• Strong analytical, research, and problem‑solving skills with sound judgment and the ability to identify issues and recommend solutions.
• Ability to interpret and apply contracts, regulations, funding requirements, financial information, and audit documentation.
• Strong written and verbal communication and interpersonal skills, with the ability to effectively collaborate with internal and external stakeholders.
• Strong attention to detail and organizational skills, with the ability to independently manage multiple priorities and deadlines.
• Advanced proficiency in Microsoft Excel and working knowledge of Word, Outlook, SharePoint, Adobe Acrobat Pro, and relevant data systems.

Working Conditions

• Generally pleasant working conditions
• Less than 50% of daily assignments involve prolonged physical effort
• Travel: None

Shift Type: Full-time, Exempt, Hybrid (3 days onsite)

What We Offer:

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Discounted childcare
• Access to the Calm app
• Tickets at Work employee discounts

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug‑free workplace.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.