Senior Program Manager, Procurement & Contract Administration

Senior Program Manager, Procurement and Contract Administration

The APWU Health Plan, a non-profit organization located in Elkridge, MD, is seeking a Senior Program Manager, Procurement and Contract Administration to join our Compliance Department. 

The Senior Program Manager, Procurement and Contract Administration establishes and administers a centralized contract procurement function for the Health Plan. The role serves as the primary point of contact for solicitation support, contract initiation, vendor documentation, contract file maintenance, procurement compliance tracking, contract renewals, and related administrative activities in accordance with established policies, procedures, budget requirements, and applicable regulatory guidelines.

Primary Accountabilities:

Coordinates and administers contract procurement activities, including requests for proposals, requests for quotes, vendor questionnaires, bid documentation, and related solicitation materials for general contractual agreements.

Receives, organizes, and tracks vendor responses, proposals, quotes, required forms, certifications, insurance documents, business documents, business associate agreements, and other procurement-related submissions.

Maintains complete and accurate contract procurement files, including solicitation records, vendor communications, evaluation materials, approval documentation, contract drafts, amendments, renewals, and executed agreements.

Coordinates with business owners to document contract needs, scopes of services, vendor requirements, timelines, and support documentation required for procurement review.

Tracks contract terms, expiration dates, renewal deadlines, notice requirements, service commitments, pricing provisions, and required follow-up actions to ensure timely review by business owners and management.

Manages contract review with operational functions in Finance, Compliance, and Information Technology, and support vendor selection and award documentation by organizing evaluation materials, pricing comparisons, decision-support records, and required approvals.

Identifies contractual requirements, potential conflicts, and compliance or operational impacts; ensure that all terms align with OPM regulations, policies, and procedures.

Coordinates signatures, amendments, extensions, renewals, and related documentation before contract execution or continuation.

Ensures that vendors complete required business associate agreements and coordinate with Vendor Compliance staff on risk management activities before contracts are fully executed.

Monitors vendor performance documentation and assists with follow-up on contract deliverables, service concerns, outstanding documentation, pricing discrepancies, and administrative issues.

Prepares contract procurement status reports, renewal schedules, vendor summaries, contract tracking reports, spending information, and other reports requested by management.

Maintains confidentiality of contract terms, vendor information, pricing, financial records, internal evaluations, and procurement-related documentation.

Participates in audits, contract reviews, procurement process improvement initiatives, vendor management activities, and other departmental projects related to contract procurement administration.

Performs related duties as requested.

Qualifications:

Bachelor’s degree in business administration, procurement, contract administration, public administration, or a related field preferred; equivalent work experience may be substituted.

Minimum of five years of experience in contract procurement, contract administration, vendor coordination, or a related procurement and contract management function required.

Knowledge of FEHB, PSHB, Medicare, Medicaid, FEDVIP, or similar government-sponsored healthcare programs preferred. Applied knowledge in a business healthcare setting of quality improvement, research, and statistics. 

Knowledge of contract procurement practices, solicitation documentation, vendor submissions, contract file maintenance, renewal tracking, purchase order linkage, and basic budget controls. In addition, ability to review contract procurement documents for completeness, accuracy, required approvals, dates, terms, pricing provisions, renewal language, and supporting information.

Demonstrated ability to analyze complex information, develop solutions and implement effective courses of action for contract execution, including coordination with vendor compliance staff on complementary activities.

Strong organizational skills and ability to manage multiple solicitations, contracts, renewal dates, documentation requests, deadlines, and priorities. Attention to detail and proficiency in maintaining accurate procurement records and databases.

Ability to maintain confidentiality and exercise discretion when handling vendor, pricing, financial, business, internal evaluation, and contract information.

Proficiency with Microsoft Office applications, including Word, Excel, and Outlook; ability to learn contract management, procurement, finance, and document management systems.

Strong communication skills required, including the ability to effectively communicate verbally and in writing, internally and externally, and at different levels as necessary.

Extensive knowledge of regulatory requirements and ability to adapt to changing regulations and organizational needs while maintaining compliance.