Contracts and Operations Manager

Public Health Institute (PHI); California (MO); Hybrid; USD 84,000 - 104,000; Full time

Job summary

Public Health Institute (PHI) seeks a Contracts and Operations Manager to own the full contract lifecycle for the California Coalition for Black Birth Justice (CCBBJ) and to drive day-to-day operations. This role interfaces with PHI as fiscal sponsor and supports grants, budgeting, and reporting.

The position is full-time, primarily remote with occasional work from our Los Angeles office; travel within California and nationwide may be required.

Qualifications

• Five (5) years of experience in operations, contract management, or project management, with demonstrated ownership of contracts from drafting through execution.
• Bachelor’s degree, or four additional years of related experience; related field preferred.

Responsibilities

• Own the full contract lifecycle for the Coalition — drafting, reviewing, negotiating, executing, tracking, and renewing contracts with partners, vendors, consultants, and funders.
• Develop and maintain a centralized contract and grants tracking system with visibility of key dates, deliverables, and compliance requirements.
• Ensure contracts and grants align with organizational policy, funder requirements, and legal/compliance standards; flag risk and elevate as needed.
• Serve as the primary contact for contract-related questions from internal and external partners.
• Collaborate with PHI on contracts, documentation submission, and compliance; stay current on PHI policies.
• Research grant opportunities that align with CCBBJ’s mission and core values.
• Lead day-to-day operational functions, including office logistics and building systems.
• Monitor project milestones, deliverables, and maintain accountability and communication.
• Manage payment processing and monthly reconciliations with PHI as fiscal sponsor.
• Develop, document, and improve operational systems, processes, and policies.

Skills

Contract management

Operations

Project management

Budgeting

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Project management software

Job description

Position Title: Contracts and Operations Manager

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

ABOUT THE CALIFORNIA COALITION FOR BLACK BIRTH JUSTICE:

The California Coalition for Black Birth Justice (the Coalition) was co-founded and launched in 2022 by Black women birth justice leaders with the goal of unifying and strengthening the Black birth justice movement in California. The Coalition is committed to serving as a statewide connector and convener, supporting the care and capacity of the Black birth justice workforce, and scaling systems change improvement efforts with health care institutions. The California Coalition for Black Birth Justice is fiscally sponsored by the Public Health Institute (PHI), a nonprofit organization dedicated to promoting health, well-being, and quality of life.

POSITION SUMMARY

The Coalition is in an exciting stage of growth and expansion! The Contracts & Operations Manager is a key operational leader for CCBBJ, responsible for owning the Coalition’s contract and grant lifecycles and driving the day-to-day systems that keep the organization running smoothly. This is an excellent opportunity for a detail-driven individual who enjoys working with numbers, contracts, and building more efficient systems that support a growing, mission-driven organization focused on birth equity and justice work.

This is a regular, full-time, California-based position with a work schedule of 40 hours per week (100% FTE). The incumbent will work primarily remotely and occasionally from our Los Angeles office. Occasional travel throughout the California state and the country may be necessary.

The full salary range for this position: $71,843 to $104,153 per year. The anticipated hiring range for this position is from $78,000 to $90,000, based on 100% FTE. The starting salary is determined using a variety of factors, such as the candidate’s knowledge, skills, and experience, as well as internal equity consideration and budget availability.

This position will be eligible for PHI’s comprehensive employee benefits.

Employment Type: Full Time

ESSENTIAL DUTIES & RESPONSIBILITIES include the following:

Contract and Grants Management

• Own the full contract lifecycle for the Coalition — drafting, reviewing, negotiating, executing, tracking, and renewing contracts with partners, vendors, consultants, and funders.
• Develop and maintain a centralized contract and grants tracking system, ensuring visibility of key dates, deliverables, and compliance requirements across all active agreements.
• Ensure contracts and grants align with organizational policy, funder requirements, and legal/compliance standards; flag risk and elevate as needed.
• Serve as the primary point of contact for contract-related questions from internal team members and external partners.
• Work closely with fiscal sponsor PHI on contracts, documentation submission, and compliance, staying current on PHI organizational policies and updates.
• Research grant opportunities that align with CCBBJ mission and core values.

Operations Management

• Lead day-to-day operational functions of the Coalition, including office logistics as needed and building and maintaining organizational systems.
• Monitor project milestones, deliverables, and in partnership with the broader team, ensuring accountability and clear communication.
• Manage payment processing and monthly reconciliations in partnership with fiscal sponsor.
• Develop, document, and continuously improve operational systems, processes, and policies as the Coalition grows.
• Work with PHI grants and contracts team to complete financial projections, grants and finance reports, staffing allocations, and more.
• Review and approve staff time sheets and travel requests.
• Develop and maintain contact database management, developing donor relations and providing updates on programmatic activities.

Team & Organizational Support

• Provide administrative and logistical support to leadership as needed.
• Coordinate key meetings, including agendas, minutes, and follow-up on action items.
• Contribute operational and contracts expertise to the Coalition’s overall strategy and direction.
• Support light-touch partner and stakeholder coordination as needed (e.g., scheduling, logistics for key meetings or events), in partnership with the team members leading engagement and communications.
• Serve as first point of contact for incoming inquiries and external requests (usually via email or online form)
• Support with developing communications for website, newsletter, and other platforms to increase the visibility of CCBBJ.

Other

• Perform other duties and projects as needed.
• Work remotely and from the office in Los Angeles, CA.
• Travel within and outside California as requested.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications

• Five (5) years of experience in operations, contract management, or project management, with demonstrated experience owning contracts from drafting through execution.
• Bachelor’s degree, or substitute with four additional years of related experience. Discipline in Business Administration, Public Health, Nonprofit Management, or a related field preferred.

Other Required Qualifications

• Deep passion and commitment to birth equity, racial justice, and systems-change work.
• Demonstrated experience managing contracts, including negotiation, compliance tracking, and risk awareness.
• Strong organizational and project management skills, with exceptional attention to detail.
• Self-starter who anticipates needs, solves problems proactively, and manages competing priorities with minimal oversight.
• Excellent communication and interpersonal skills, with the ability to engage diverse partners, vendors, and funders professionally.
• Trustworthy and able to collaborate with various team members.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management software.
• Ability to work independently, manage multiple priorities, and consistently meet deadlines.

Preferred Qualifications

• Master’s degree strongly preferred.
• Prior experience building or scaling operational systems within a growing organization.
• Prior supervisory or team-building experience, or clear readiness to grow into a people-management role.
• Excellent writing and verbal communication skills, including the ability to synthesize complex information into clear, actionable summaries.
• Experience working with fiscal sponsors, nonprofit compliance, or grant-funded contracts.
• Ability to thrive with autonomy in a growing, high-achieving team environment.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at [e-mail].