Contracting Specialist III

SUMMARY:

Responsible for implementation of a consistent, organization-wide contracting compliance policy, for maintenance of a computerized system to track and monitor contract process and regulatory compliance, and for coordinating all contract compliance processes with Legal and Corporate Compliance. Provides contract management support for patient care, treatment, capital, supplies and services contracts as appropriate. Responsible for reporting conditions which pose an inordinate risk of loss and for bringing to the surface any potential irregularities, fraud, and other similar acts which are subject to detection through the application of normal audit procedures.  Negotiates, implements, and manages system-wide contracts by working with customers and outside suppliers, ensuring end-user customer satisfaction, outstanding vendor performance, negotiation of market leading terms, and contract compliance in a fiscally responsible manner. Generally, assists Manager with training, department process improvements, and strategy development, when needed.

ESSENTIAL FUNCTIONS:

Attends and participates in team, project and department meetings to increase awareness of contract processes and information flow throughout the Supply Chain.

Meets with customers frequently and provides written status updates to customers, team members, and department management using approved modes of communication.

Examines current techniques and determines appropriate changes to effect improvements, reduce costs and enhance internal operational processes for vendor selection.

Identifies solutions to complex contract compliance issues or implementation impediments.

Creates and performs RFP, RFI, and RFQ processes with stakeholder departments, assisting departments in determining if responses meet organizational policies and needs.

Ensures that new or modified contract terms comply with current HIPAA, TJC, and other regulatory agencies requirements.

Coordinates with Manager in the onboarding of new employees, including training in departmental processes and procedures.

Provides direction, support, and guidance to Contracting Specialist I and II as needed.

Acts as departmental subject matter expert for contract workflow processes and incorporation of process improvement solutions to address regulatory and audit requirements.

Develops clear, concise training materials and conducts customer educational sessions.

Develops and updates department processes or instruction documents for department or operational teams.

Acts as primary administrator for contract management system, performing oversight of the system and maintaining quality of the database information. 

Supports users of contract management system, providing guidance, assistance and new user training when required.

Identifies and implements best practices for contract compliance through collaborative efforts with Corporate Compliance and Quality & Accreditation departments.

Collaborates closely with the manager and serves as a designated backup to maintain leadership coverage and support team needs.

Adheres to TMCH organizational and department-specific safety, confidentiality, values, policies and standards.

Performs related duties as assigned.

Procurement:

Provides onboarding training for new procurement team members as well as ongoing training to all procurement staff regarding best practices.

Analyzes pricing and spend analytics on local agreements and provides recommendations to leadership for review.

Act as system GPO Champion through managing strategic GPO programs such as Impact Standardization and Aggregate Group initiatives, review savings opportunities presented by GPO Spend Managers and audit GPO contract and pricing coverage.

MINIMUM QUALIFICATIONS

EDUCATION:  Bachelor’s degree in business or related field. 

EXPERIENCE: Five (5) years of relevant experience.

LICENSURE OR CERTIFICATION: None required.

KNOWLEDGE, SKILLS AND ABILITIES: 

·         Highly organized and detail oriented, able to provide prompt verbal status updates.

·         Knowledge of contract management system and computer related applications, preferably used in a hospital setting.

·         Dedication to improving contract compliance and processes.

·         Skilled at problem definition and data collection by establishing facts, drawing valid conclusions.

·         Ability to read, analyze, and interpret contract documents.

·         Ability to write reports, correspondence, and procedures.

·         Ability to effectively present information and respond to inquiries or complaints from employees, managers, directors, senior leaders, and the public.

·         Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form