Contract Manager, Center for Population Health Data Science Administration

Job Description

OPEN TO PERMANENT ADMINISTRATIVE CONTRACT SPECIALIST AND THOSE WHO ARE REACHABLE ON THE CIVIL SERVICE LIST # 5001.

The Center for Population Health Data Science (CPHDS)- launched in October of 2023- aims to catalyze critical data modernization work and enable the agency to make progress toward linking public health, healthcare, and social service for timely and effective public action. We are working towards making these data more accessible, timely, equitable, meaningfully usable, and protected and actively used to protect and promote the health and wellbeing of New Yorkers. We aim to strengthen agency wide data capabilities by empowering our workforce, enhancing intra- and inter-agency data sharing, and using modern technology to yield trusted and integrated data and insights. A real-time and comprehensive view of city needs is needed to enhance public health actions and improve health outcomes for the most vulnerable New Yorkers.

The Bureau of Administration supports the operational and administrative needs of the Center for Population Health Data Science (CPHDS). It manages key functions, including human resources, procurement of goods and services, fiscal management, facilities and operations, mandatory training, professional development, and reporting. The Bureau oversees recruitment, onboarding, and staff development, ensures the acquisition of necessary resources, manages budgets and financial reporting, coordinates mandatory training and professional growth opportunities, and provides accurate reporting to support compliance and decision-making. These essential services enable the Center to achieve its mission efficiently and equitably.

Position Summary: The Bureau of Division Administration has an opening for a Contract Manager position. The Contract Manager will report directly to the Senior Director of Grants and Procurement Administration providing administrative support for all division's purchasing and contracts.

Duties and Responsibilities AMENDED
Duties will include but are not limited to:
- Lead and execute complex end-to-end procurements for goods, services, software, and data including micro-purchases, small purchases, competitive sealed bids, RFPs, negotiated acquisitions, sole source procurements, and formal contracts exceeding $100K. This includes developing procurement strategies, conducting market analysis, and ensuring full compliance with PPB rules and DOHMH policy.
- Develop, draft, and independently manage solicitation documents such as RFPs, RFQs, scopes of work, evaluation criteria, MOUs, renewals, budget modifications, contract amendments, and extensions. Ensure all documents reflect accurate technical requirements and align with CPHD's operational and strategic needs.
- Serve as the division's primary procurement and contracting authority, advising leadership, program teams, and technical staff on procurement pathways, contracting structures, risk considerations, and compliance requirements.
- Oversee full contract lifecycle management including initiation, submission, routing, tracking, follow-up, fiscal monitoring, renewals, and closure. Ensure all contracting actions are timely, compliant, and properly documented.
- Oversee and monitor all contract budgets, ensuring alignment with fiscal plans, identifying risks early, preparing projections, and partnering with Budget and Finance to maintain fiscal integrity.
- Enter, process, and manage all actions in PASSPort, including responsibility determinations, oversight submissions, renewals, amendments, and vendor documentation, ensuring accuracy and compliance with all agency and City requirements.
- Conduct rigorous oversight of vendor performance, ensuring deliverables meet contractual expectations, reviewing invoices, and coordinating corrective actions when necessary. Maintain complete, audit-ready records for all contracts.
- Coordinate closely with ACCO, General Counsel, Finance, Information Technology, and other DOHMH bureaus to resolve procurement issues, expedite contract approvals, and ensure smooth processing of all contract actions.
- Provide expert guidance to program staff on drafting scopes of work, building contract budgets, defining deliverables, and preparing procurement documentation that meets agency and citywide standards.
- Develop and maintain procurement tracking tools and dashboards that offer transparent, real-time visibility to senior leadership and support continuous workflow improvements.
- Ensure full compliance with City and agency procurement rules, local/state/federal regulations, internal controls, audit requirements, and documentation standards.
- Identify and implement process improvements to streamline procurement workflows, strengthen internal controls, reduce processing delays, and increase the administrative efficiency of the division.

Preferred Skills