Contracts Administrator SME

JP Systems, Inc; Clifton (VA); On-site; USD 140,000 - 190,000; Full time

Job summary

J P Systems, Inc is hiring a Contract Administrator, SME to lead Federal contract management and compliance across multiple programs. The role requires deep FAR knowledge, pricing analysis, and strong collaboration with Program Managers and executives.

Responsibilities include overseeing subcontractor relations, teaming agreements, and proposal support, while maintaining documentation and ensuring regulatory compliance.

Qualifications

• Minimum 15 years working with the Federal Government in a service delivery/contracting capacity.
• Experience with VA client offices preferred.
• Strong background in contract management and program/project management.
• Detail-oriented with handling sensitive information.

Responsibilities

• Oversee contract management and compliance for Federal programs and subcontractors.
• Provide expert advice on FAR terms, pricing analyses, and contract deliverables.
• Review and process contract mods; coordinate with COR and prime contractors.
• Develop and manage teaming and subcontractor agreements; onboarding of partners.
• Support Federal proposal efforts including NDAs, B&P, and teaming arrangements.
• Maintain and manage GSA HEAL Schedule and other contract vehicles.
• Ensure compliance with 508 accessibility requirements in processes and work instructions.
• Track and report contract deliverables, amendments, and document control from pre-award to execution.

Skills

Federal contracting

FAR/DFARS

GSA OASIS

RFP/Proposal support

Subcontracting

Vendor management

Team leadership

MS Office/MS Teams

PMP

NCMA CFCM

Education

Bachelor's degree in law, contracts, business

MBA

PMP certification

NCMA CFCM preferred

Tools

MS Office

MS Teams

Job description

Make a difference in the future of global healthcare! Join our JPSys team!

Our company mission is to standardize, manage, and improve the interoperability and usability of clinical data.

Contract Administrator, Subject Matter Expert

J P Systems, Inc. provides professional Health Informatics services for large Federal Healthcare IT projects. The Contract Administrator, SME has a highly visible and critical leadership role in contract management of our Federal business operations, project compliance and subcontractor management. The Contract Administrator SME must have a deep understanding of Federal contract administration, compliance, and a proven track record in contract management. Must have a minimum of 15 years of experience working the federal full life cycle of different types of contracts including FFP, T&M, and IDIQs. Experience with GSA MAS, OASIS+ and SEWP contracts is a plus.

Responsibilities of the Contract Administrator, SME:

• Employee Relations:
  • Effectively communicate with employees at all levels, explaining compliance requirements, PWS updates, implications of contract Mods and deliverables processes
• Contract Management:
  • Expert knowledge in the Federal Acquisition Regulations (FAR) with current hands-on experience in federal cost and pricing analysis, terms and conditions, and contract specifications.
  • Provide expert advice to Program Managers and C-suite on Federal contract terms & contractual requirements
  • Promptly review, proof and process all client and Federal contract mods. They will reach out to the Contract Officers Representative (COR) to resolve problems.
  • Create, develop and manage new partner Teaming Agreements and Subcontractor Agreements
  • Oversee Subcontractor onboarding and document collection
  • Enforce terms of existing contracts with business partners, subcontractors (SubKs), and vendors
  • Provide expert Federal proposal support for development of responses to RFI and RFP responses
  • Establish and maintain positive contract relationships with clients, subcontractors, and our primes
  • Expertly maintain and manage our JPSys GSA 54151 HEAL Schedule for Federal Health IT contract
  • Maintain and manage our VHA Single award Terminology Standards Support IDIQ contract
  • Maintain and manage our OASIS+ WOSB and future contract vehicles
  • Oversee timely renewal of our WOSB and WBE Federal corporation certificates
  • May manage contracts department staff including the Senior Contracts Administrator
  • Perform all general contract coordination and maintenance from pre-award to execution, including tracking and organization of contract documents, tracking & reporting of contract deliverable due dates, contract modifications and related technical actions.
  • Review, verify, and prepare incoming documents for verification, confirmation of technical PWS and contract deliverable requirements as well as scanning, filing, archiving according to company Configuration Management and file and document management policies.
  • Complete all processing steps for outgoing documents within established Work Instruction workflows and timelines.
  • Track contract documents throughout the entire review and signature process.
  • Route signed documents to clients, vendors, subcontractors, etc. for counter signature and execution. Store completed documents in Contracts and Business Partners Teams.
  • Assist in communicating and interfacing with subcontractors, independent consultants, and corporate vendors.
  • Effectively communicate and build trusted relationships with the Federal customer's contract office and program office, the prime contractor, and subcontractor personnel. Communicate and promptly resolve contracting issues of varying degrees of complexity and associated solutions.
  • Promptly support Marketing Dept. for Bids & Proposals work including but not limited to:
    • Contract Administration, NDAs, B&P, Teaming Agreements, Teaming Partners Contracts,
    • Produce, distribute and collect annual teaming partner report cards
  • Responsible for Federal Compliance:
    • Manage Federal regulatory enforcement of regulations including but not limited to FAR and flow down clauses
    • Prepare and review SubK documents and collect associated documents W9s, Certificates of Insurance
    • Manage SubK contracts, write SubK PWS's, write objectives & key results (OKRs)
    • Track SubK renewals timeframes in OPs meeting agenda, meet with President for SubK renewal instructions
    • Project Compliance: Develop and maintain company work instructions for Contracts Department in compliance with PWS and 508 accessibility requirements

Project Requirements:

• Responsible for "special projects" associated with multiple contracts and any new requests that may occur.
• Preparation and maintenance of Non-Disclosure Agreements for new hires, prospective partners, and subcontractors.
• Continue to oversee the contracts department and meet on a weekly basis with staff.
• Manage the contracts team to include timesheet approvals and annual performance evaluations.
• Additional duties as assigned.

Skills and Qualifications:

• A minimum of 15 years working with the Federal Government in a service delivery/contracting capacity.
• Experience with existing VA client offices is preferred.
• Extensive experience in working with clients in contractual and program & project management.
• Detail oriented person who must be able to handle sensitive information communicated by the Federal customers in a confidential manner.
• Demonstrated ability to solve problems and make decisions in difficult situations.
• Experienced professional in supporting proposal efforts both on a contractual basis and technical components related to Healthcare IT.
• Knowledge of the FAR and DFAR application, government contracting and subcontracting, and small business, socio-economic classifications and related FAR provisions, and subcontracting plans required.
• Understanding of government regulations associated with the administration of contracts, and the applicability of contracts to business principles.
• Excellent organizational, analytical, and communication skills with a strong attention to detail.
• Software proficiency with a deep familiarity with Microsoft Office Suite, MS Teams and the M365 environment. Minimum of 5 to 7 years of Microsoft Office and MS Teams experience is required.
• Able to multitask and handle multiple priorities with a calm, positive attitude, and professional manner while demonstrating the ability to be a self-starter able to work with all types of personnel with a professional attitude.
• Expert understanding of the terminology, practices, policies, and processes used in contract management in accordance with the Contract Management Body of Knowledge (CMBOK®)

Educational Requirements:

• Bachelor's degree in law, contracts, business, accounting, finance or related field is required.
• MBA or equivalent years of experience required.
• PMP certification desired
• Minimum of 15 years of contract management experience
• Understanding of accounting principles including budgeting, statements, and financial management.
• An NCMA certification such as CFCM or similar is preferred

Although we are 100% virtual, you must be located in one of our hiring states of AZ, CO, FL, GA, ID, IL, MD, MI, TX, SC VA, WI, or WV.

Must have high speed internet connection.

Relocation:Not paid

J P Systems does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.