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

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.

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…