PHLprek Hub Contracts Coordinator in Philadelphia, PA at Public Health Management Corporation

Date Posted: 7/9/2020

Job Snapshot

  • Employee Type:
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

The Hub Contracts Coordinator implements the PHLpreK contract management policies and procedures for providers subcontracted to the PHMC PHLpreK Hub. The Hub Contracts Coordinator performs contract monitoring activities including review and approval of monitoring protocols, desk audits, and file reviews for providers contracted to the PHMC PHLpreK Hub. In addition, the Hub Contracts Coordinator supervises a team of Contracts Specialists that monitor the PHLpreK Providers that contract directly with the PHMC PHLpreK Hub. The Hub Contracts Coordinator ensures integrity and fidelity of the monitoring process, and collection of data necessary to adequately assess and maintain contract compliance. When needed the Hub Contracts Coordinator reviews and approves corrective action plans for all PHLpreK providers and makes recommendations for changes in contract terms based on program performance. This position is under the direct supervision of the Hub Manager and works closely with all other members of the PHLpreK management team and the PHMC Fiscal department. The Hub Contracts Coordinator supervises the Contracts Specialists.


  • Coordinates the activities of a team of Contracts Specialists to implement policies and procedures related to invoicing, contract monitoring, and auditing that meet contractual requirements
  • Understands and ensures staff compliance with applicable laws and regulations, funder requirements, and PHMC standards regarding contract management
  • Cultivates the ability of Contracts Specialists to perform effective contract monitoring and develop effective corrective actions plans to resolve areas of contractual noncompliance as needed
  • Collects data and reports on trends in identified areas of noncompliance across providers in the PHLpreK Hub
  • Implements an invoicing system that supports timely and accurate provider invoices and payments
  • Provides accurate fiscal reports to support the PHLpreK Hub budget planning and management
  • Provides monthly reports on contract compliance measures with analysis that supports effective program management
  • Tracks and reports on subcontractor compliance with fiscal benchmarks, including obligation benchmarks, auditing benchmarks and fiscal close-out benchmarks
  • Assists the Hub Manager in completing any requests for PHLpreK budget, finance or audit reports and the monthly invoice to the Mayor’s Office of Education
  • Delivers tools, trainings, and other resources to ensure that the Contracts Specialists have a shared and accurate understanding of PHLpreK provider contract rules, protocols, and guidelines
  • Disseminates tools, trainings, and other resources to ensure PHLpreK providers contracted to the PHMC Hub understand and can successfully comply with the established contracting, reporting, invoicing, auditing, and annual reconciliation requirements
  • Ensures that contract rules, protocols, and guidelines are applied consistently by all PHMC PHLpreK Hub Staff.
  • Actively seeks opportunities and cultivates partnerships to expand the value of program services in alignment with funder priorities and guidance
  • Recruits, trains, mentors and supervises staff using clearly established performance expectations
  • Provides guidance and leadership to staff to emphasize the importance of the program achieving high standards of quality
  • Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations
  • Supervises and evaluates direct reports through observation, meetings, and data reviews
  • Establishes and maintains effective performance management and professional development processes for all program staff as part of the commitment to excellence

Other Requirements:

  • This job includes the normal physical demands associated with office work including bending, lifting, and carrying.
  • Ability to pass a health examination and criminal background check. Ability to work effectively with minimal daily guidance. Knowledge of community resources. Successful experience working in a team setting. Ability to present a positive image of the organization to members of the community.
  • This position may include the need to attend weekend or evening meetings or trainings and might involve travel.
  • Other duties as assigned


  • Knowledge of general office policies, procedures and work methods
  • Knowledge of administrative, auditing, bookkeeping and accounting principles and practices
  • Knowledge of personal computers and networked systems and their use, applications for database management, tracking and reporting in a human services or similar environment
  • Ability to facilitate the coordination of multiple tasks and manage a variety of projects simultaneously
  • Ability to communicate effectively with employees, other professionals, government agencies, in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts

Minimum Qualifications:

  • Bachelor's Degree in Human Services, Social Work, Education, Business Administration, or related field Master’s Degree preferred
  • Three years related experience human services, early childhood, education, government or related field
  • Minimum two years management and supervision experience