Contracts Administration Manager jobs in Portland, ME

Department of Health and Human Services (DHHS)

Senior Health Program Manager

Opening Date: April 11, 2024

Closing Date: April 25, 2024

Job Class Code: 4384
Grade:  28 (Supervisory)
Salary: $61,838.40 - $84,427.20/ yr.

Position Number: 3030-4723    

Position Location: This is a full-time position located in Augusta. This opportunity allows partial tele-work with management approval.

The Maine CDC Operations team is looking for a Senior Health Program Manager to provide leadership for Maine CDC Grants and Contracts Program. This position includes supervising a team of staff to conduct procurement services, assist with contract development, grant application review, and grant management for Maine CDC Program staff. 

In this position, you will have oversight and supervision of the day-to-day operations of the Grants and Contracts Team.  You will lead a team of 10, provide grant and contract support for all Maine CDC programs, develop procedures and standards for grant and contract management, and aid in financial oversight of procurement. This position, along with the other members of the Grants and Contract team, will assist with development of contracts, request for proposals (RFP), contract management, including payments, grant applications and grant financial support. You will create, present, and interpret agency policies and procedures to inform and set organizational procedures, standards, and expectations.  This position works closely with Maine CDC program staff, the Division of Contract Management (DCM), DHHS Service Center, and Division of Program and Fiscal Coordination to meet the organization's goals and objectives.

Core Responsibilities:

As a key member of the Operations team, your core responsibilities will include:
•    Supervise and manage the Maine CDC Grants and Contracts Team. Conduct regular team and individual supervision meetings with the team. Attend CDC Division and Program staff meetings as applicable and as requested by Division/Program Management; attend Senior Management Team Meetings; work collaboratively with Program Fiscal Officer to ensure accurate allocation in the contract database; work with Maine CDC Programs and the Division of Contract Management to ensure effective implementation of contracts, RFPs, and grants. 
•    Provide assistance with contract development, including completing applicable contract forms, request for proposals, grants application and grants management for Maine CDC Programs. Provide direct support to the following Maine CDC Programs: CDC Operations, Infections Disease/Epidemiology, Medical Epidemiology, and Maine Immunization Program.     
•    Meet with program staff to obtain material, reports, data, and information to assist in the development of grants for the grant pre-approval process. Aid program in composing reports to monitor grants and contracts and to meet grant reporting requirements.
•    Meet with program staff to assist in gathering material, reports, data, and information to assist program staff in the development of RFPs for submission to the DCM.
•    Work with DCM and the DHHS Service Center to determine the status of contracts, to correct invoicing errors, and to assist in ensuring documents are approved and processed. 
•    Work collaboratively with Program Fiscal Officers (PFO) and the Division of Program and Fiscal Coordination to ensure accurate contract allocation and to determine if a budget order or financial order is required.
•    Assist program with budget development for grant applications and contracts.
•    Create and maintain the internal workflow for contracts and request for proposals. 
•    Design and maintain reporting of contractual work in progress, workload staff assignment, and compliance with contractual performance metrics.
•    Train program staff on the state procurement processes for bidding, contracting, and grant applications.

Minimum Qualifications: (Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience).
A Bachelor’s Degree in Public Health or Health Sciences, Health Education, one of the Behavioral Sciences, Public Administration, or Education - AND - four (4) years’ experience in health program planning, development, implementation, and evaluation - OR - an equivalent eight (8) year combination of education, training, and experience. 

Preferred candidates will also have:
•    Excellent oral and written communication skills.
•    Knowledge and experience with procurement process, drafting, reviewing and scoring request for proposals, drafting contracts, and familiarity with the State Accounting System – Advantage. 
•    Knowledge of and experience with federal grant applications, grant writing, and grant management.  
•    Demonstrated skill in budget development and monitoring of expenditures. 
•    Knowledge and experience with training others in procurement processes.
•    Ability to establish and maintain effective working relationships with a diverse group of internal and external partners.
•    Proficient computer skills using MS Office, including Word and Excel.  

Agency information: 

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers.

The mission for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well-being of the citizens of Maine.

Application Information:

 Please submit all documents or files in  PDF format.

For additional information about this position, please contact Veronica Robichaud, Chief Operating Officer, at (207) 287-5042.

To request a paper application, please contact Ashley.Smith@Maine.gov .

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3 weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($10,523.28-$12,380.40 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
• Retirement Plan – The State contributes the equivalent of 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). 

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

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