PHLpreK Contracts Coordinator

PHMC serves as both a direct service provider to individuals, families, and communities across the region and an intermediary agent—managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

SERVICE AREA: Child Development & Family Services

PROGRAM: PHLpreK

ROLE TYPE: Full-time

Location: 1500 Market Street

JOB OVERVIEW:

The PHLpreK Contracts Coordinator supports the development, administration, monitoring, and compliance of PHLpreK contracts. The PHLpreK Contracts Coordinator helps develop and implement procedures that ensure the legality and integrity of the contracting process. The PHLpreK Contracts Coordinator implements and makes available policies, processes, tools, and training to guide the monitoring of PHLpreK provider contracts so that the PHLpreK network’s monitoring processes are consistent and equitable and align with the priorities of the Office of Children and Families. The PHLpreK Contracts Coordinator supports the development of tools and processes to ensure accurate administration of funds and payments for PHLpreK services. The PHLpreK Contracts Coordinator works with the Contracts Manager to analyze slot vacancy information to make recommendations for slot reallocation for OCF approval. The PHLpreK Contracts Coordinator supports system expansion activities to add subcontractors to the system, including assisting with the management of procurement processes, document development, and creation of scoring rubrics. This position is under the direct supervision of the PHLpreK Contracts Manager and works closely with all other members of the PHLpreK management team.

RESPONSIBILITIES:

• Implements policies and procedures for generating, executing, and maintaining timely and robust contract administration, fiscal, and auditing activities for  PHLpreK subcontracted providers across the PHLpreK network.
• Utilizes organizational documents, protocols, and functions in compliance with applicable laws and regulations, funder requirements, and PHMC standards
• Liaises with the School District of Philadelphia and the PHMC provider services team to create and enhance systems to guide consistent fidelity monitoring of PHLpreK provider contracts across the network. 
• Creates and delivers trainings and provides technical assistance on tools to guide monitoring and auditing activities for the PHLpreK network. Ensures that contract rules, protocols, and guidelines are applied consistently by all PHLpreK contract entities.
• Works closely with the PHLpreK management team to oversee the development, use, and ongoing enhancement of data systems to ensure that the data systems support network-wide provider monitoring, data analysis, and reporting out to the program funder and referral to the Quality Support Center.
• Creates tools for reporting and collecting documentation to support contracting and monitoring of deliverables, including mid-year and year-end reporting templates, and external audit submissions.
• Collects and reviews data to ensure contractual fiscal benchmarks, including obligation benchmarks, auditing benchmarks, and fiscal close-out benchmarks, are monitored and met for PHLpreK subcontractors across the network.
• Coordinates fiscal report submission, review,w and feedback with the PHMC fiscal department. Escalates non-compliance and identifies corrective action to resolve issues.
• Delivers training and develops tools and protocols to ensure the accuracy of administration of funds and payments for PHLpreK services.
• Supports data collection for fiscal reports about PHLpreK Hubs to support the PHLpreK budget planning and management. 
• Supports system expansion activities, including capacity assessments and procurement processes for adding subcontractors to the system.
• Utilizes slot vacancy data and data about provider capacity to analyze and make recommendations for slot reallocation.
• Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations.
• Coordinate activities with multiple external organizations at the state and local level, including the School District of Philadelphia, Office of Children and Families, SPARK Quality Support Center, Pennsylvania Key.
• Provide back-up support to the Data and Performance team for standing reports.
• Implement the waiver submission and review processes and coordinate referrals and support (i.e., staff waivers, curriculum).
• Support application submission and review processes for public pre-K educator bonuses and complete follow-up audit of provider expenditure.
• Performs other duties as assigned.

COMPETENCIES:

• 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, and government agencies in a positive, pleasant, professional, and productive manner in writing, by telephone, and in personal contacts.

ROLE QUALIFICATIONS:

• Bachelor's degree in business administration, social work, education, or a related field required (master’s degree preferred).
• Three years of related experience in human services, early childhood, education, government, or a related field.

OTHER REQUIREMENTS:

• This job includes physical demands associated with office work, including bending, lifting, and carrying.
• Ability to pass a 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.

PHMC is an Equal Opportunity and E-Verify Employer.