Contracts & Applications Coordinator

Description

Status: Non-Exempt

Department: Operations

Compensation Grade: $26.00-$35

Location: 710 Missouri Street Fairfield CA 94533

Schedule: 8AM - 4:30PM Mon - Fri

Direct Supervisor: Director of Contracts & Compliance

Job Summary

The Contracts and Applications Coordinator supports Archway Recovery Services' contracting, licensing, certification, credentialing, enrollment, and application activities.

The position is primarily responsible for coordinating the administrative lifecycle of contracts and applications, including gathering required documentation, preparing and submitting applications, tracking deadlines and renewals, maintaining contract and licensing records, coordinating responses to requests for additional information, and supporting implementation of new contractual and regulatory requirements.

The position works closely with ARS leadership, program operations, Finance, Human Resources, clinical departments, government agencies, health plans, accreditation organizations, and other external entities to ensure submissions are complete, accurate, timely, and appropriately documented.

The Contracts and Applications Coordinator works closely with the Compliance Coordinator and may assist with audits, corrective actions, regulatory research, policy implementation, and other compliance activities when departmental priorities require additional support.

Essential Functions:

Contracts

• Maintain an organized inventory of ARS contracts, agreements, amendments, renewals, and related documents.
•  Maintain contract calendars and tracking systems for expiration dates, renewal periods, reporting deadlines, deliverables, insurance requirements, and other contractual obligations.
• Coordinate collection of information and documentation needed for new contracts, amendments, renewals, and extensions.
• Assist the Director of Contracts and Compliance with preparation, review, routing, execution, and implementation of contracts and agreements.
• Track contracts through internal and external review and approval processes.
• Coordinate signatures and maintain complete executed contract files. Identify upcoming deadlines and follow up with responsible departments to ensure timely completion.
• Assist operational and administrative departments in identifying contractual requirements affecting program implementation.
• Maintain documentation of significant contractual obligations and changes.
• Support preparation of responses to Requests for Proposals, Requests for Qualifications, Requests for Information, and similar procurement opportunities as assigned.
• Coordinate submission packages and ensure required attachments, certifications, representations, and supporting documents are complete.

Licensing, Certification, Credentialing, and Applications

• Coordinate applications for facility licenses, program certifications, provider enrollments, health plan credentialing, accreditation, and other approvals required for ARS operations.
• Maintain a centralized application and renewal calendar. Track application status from initiation through final approval.
• Gather supporting documentation from ARS departments and maintain current versions of commonly requested organizational documents.
• Complete administrative portions of applications and coordinate completion of clinical, financial, legal, operational, or executive sections by appropriate personnel.
• Review application packages for completeness and consistency before submission.
• Submit applications and supporting documentation through electronic portals, email, mail, or other required submission processes.
• Maintain documentation of submissions, confirmations, correspondence, approvals, and follow- up requests.
• Respond to requests for supplemental information in coordination with appropriate ARS personnel.
• Monitor licensing, certification, enrollment, credentialing, and renewal deadlines.
• Maintain current organizational files containing licenses, certifications, accreditation documents, insurance documents, tax records, organizational information, leadership information, program descriptions, and other materials frequently required for applications.
• Coordinate site visit or application-related documentation requests when applicable.

 Departmental Support

• Work collaboratively with the Compliance Coordinator to maintain coordinated departmental calendars, documentation systems, and project tracking tools.
• Assist with regulatory research associated with new contracts, services, licenses, certifications, or applications.
• Assist with audit preparation, documentation requests, compliance tracking, and corrective action activities when needed.
• Provide contract and application information needed for organizational audits and compliance reviews.
• Support implementation of new contractual, licensing, certification, or regulatory requirements.
• Provide backup support for essential compliance functions during absences, periods of high workload, or significant audit and monitoring activity.
• Support special projects assigned by the Director of Contracts and Compliance.
• Perform other duties consistent with the responsibilities of the Department of Contracts and Compliance

Requirements

• Bachelor’s degree in Business Administration, Public Administration, Health Administration,
• Behavioral Health, Social Services, or a related field, or equivalent relevant professional experience.
• Experience in healthcare, behavioral health, government contracting, nonprofit administration, provider relations, licensing, credentialing, or another regulated environment preferred.
• Experience coordinating contracts, applications, licensing, credentialing, provider enrollment, grants, procurement responses, or similar administrative processes strongly preferred.
• Familiarity with government agencies, health plans, provider networks, or healthcare regulatory systems preferred.
• Familiarity with DHCS, Medi-Cal, DMC-ODS, CalAIM, county behavioral health systems, CARF, or California behavioral health licensing and certification processes is desirable.
• Strong document-management and project-tracking skills.
• Demonstrated ability to manage multiple applications and projects with different deadlines simultaneously.
• Strong attention to detail and ability to identify missing, inconsistent, or incomplete information.
• Strong written communication and professional correspondence skills.
• Proficiency with Microsoft Excel, Word, PDF documents, electronic application portals, and document management systems.
• Ability to learn complex application instructions, regulatory requirements, and contract provisions.
• Ability to coordinate work across multiple departments without direct supervisory authority.
• Strong follow-through and ability to independently monitor projects through completion.
• Ability to maintain confidentiality and appropriately handle sensitive organizational, contractual, employee, and patient information.
• Valid identification card
• Annual negative or non-communicable TB test result
• Fit for duty health screen from a licensed physician

Physical Job Requirements & Working Environment

• Primarily sedentary office work involving prolonged sitting, occasional standing, walking, bending, and reaching.
• Frequent use of computers, keyboards, telephones, and standard office equipment.
• Occasional lifting and carrying of files, supplies, and materials up to 15 pounds.
• Work performed primarily in a professional office environment with occasional travel to other ARS locations.
• Regular interaction with employees, management, regulatory agencies, and external partners.
• Ability to manage competing deadlines, frequent interruptions, and confidential information.
• Essential functions may be performed with or without reasonable accommodation.