Manager Contracting - Supply Chain

SUMMARY:

Manages and oversees the service and procurement contracting functions for all TMCH entities. Responsible for providing direction and leadership to the Supply Chain Contracting department. Establishes operational and strategic goals and objectives for the department and manages daily activities of the staff to ensure attainment of same. Supports Director of Supply Chain and Purchasing Manager with vendor relationship management. Develops and maintains consistent, organization-wide contracting policies and contract maintenance management to standardize all contract processes. Directs utilization of a computerized system to track and monitor contracts throughout the contracting process. 

ESSENTIAL FUNCTIONS:

Manages staff; interviews, hires and trains; evaluates employee performance; deals with performance problems as appropriate; delegates work assignments effectively.

Assists with negotiation of contracts and amendments with department or vendor as needed.

Oversees contract administration function; ensuring assignment of contracts to appropriate staff and adjusts as necessary depending on staff workloads.

Reviews and maintains current departmental policies and procedures and applies both departmental and organizational policies consistently.

Reviews and evaluates contracts, appropriations and expenditure requests approved by management; and submits those beyond authority to top management along with recommendations.

Addresses vendor and outside department inquiries and replies for information pertaining to modification of contracts.

Collaborates with Purchasing Manager to review Purchasing department contracting needs, initiatives, and processes to ensure alignment with the department goals.

Meets with GPO account manager and Purchasing Manager on a regular basis.  Reviews GPO contract database and keeps informed of opportunities for enhanced contract compliance. Participates in web-based GPO meetings and educational courses.

Works collaboratively with the Clinical Quality Value Analysis team and others to implement new contracts, evaluation agreements and support any of the Service Line Value Analysis team initiatives.

Coordinates projects involving various departments and serves as liaison between TMCH entities and vendors to implement fulfillment of contract.

Ensures record systems are maintained in accordance with generally accepted auditing and compliance standards, and ensures adherence to state and federal policies, procedures, rules, and regulations.

Reviews proposed contracts, leases, formal agreements and other legal instruments to safeguard the organization’s interests and mitigate risk.

Develops and supervises the preparation, distribution, receipt and evaluation of RFQs, RFIs, and RFPs for service contracts and negotiates favorable acquisition terms and conditions.  Works with department director to coordinate major capital and purchased service purchases requests.

Develops department metrics and dashboard and regularly reviews metrics and leads performance and process improvements based on the metrics.

Supports Director of Supply Chain and other Supply Chain managers with Supply Chain initiatives and projects.

Assists Purchasing department with resolving match exception and item master discrepancies related to contract changes or implementation issues and delegates to staff as needed.

Analyzes non-contracted spend regularly and identify new or potential contracting opportunities to drive cost savings.

Analyzes Supply Chain contract benchmarking for purchasing and service agreements regularly to determine strategic agreements for pricing negotiation.

Performs final contract review on agreements prior to submitting through the organization’s final approval and signature process.

Acts as System Administrator for electronic contract database, to establish and monitor user access, review and create system workflows and oversee system updates and upgrades. Delegates and reviews system compliance with Contracting Process Analysts. Provides appropriate responsibility reports to management team.

Reports to Associate General Counsel any circumstance or condition that might affect hospital and physician relationships or that may interfere with quality patient care.

Coordinates with Associate General Counsel on periodic updates and revisions to standard contract language and template agreements.

Provides information or resource assistance to other teams, departments or functions; assists others in their efforts, even if there is no immediate or direct benefit to one’s own function or department. 

Develops and maintains customer satisfaction by meeting regularly with departments with high volumes to review upcoming needs or any process improvement opportunities to drive more communication and collaboration between the departments and Supply Chain Contracting.

Develops contingency plans with appropriate tactics and responds to unforeseen circumstances and utilizes planned resources.

Manages department budget and productivity to align with organizational goals.

Maintains a comprehensive knowledge of developments and trends in technical areas of healthcare supply chain contracting through reading of professional journals, attending educational conferences, and attending continuing education classes.

Develops a coaching and mentoring relationship with staff that is purposefully aimed at developing their independence and the accomplishment of their annual and team performance goals.

Provides ongoing training to department staff as it relates to new contracting initiatives, information, and policies.

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

Adheres to and supports staff in exhibiting TMCH values of integrity, community, compassion, and dedication.  Works collaboratively and supports efforts of other team members.

Performs related duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION:  Bachelor's degree from four-year college or university.

EXPERIENCE:  Five (5) years of contract administration experience, preferably in an acute care setting and at least three (3) years in a supervisory or managerial role.

LICENSURE OR CERTIFICATION:  None required.

KNOWLEDGE, SKILLS AND ABILITIES: 

·       Knowledge of contracts administration best practices.

·       Knowledge of budget management and projecting costs and departmental expenses.

·       Skill in negotiating contracts and managing purchase orders to ensure proper rates are charged and supply needs are provided on time.

·       Skill in evaluating performance and making recommendations for efficiency and improvement.

·       Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 

·       Ability to prepare reports, business correspondence, and procedure manuals. 

·       Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

·       Ability to work with concepts such as fractions, percentages, ratios and proportions and to apply mathematical operations to solve or analyze job-related situations; ability to create financial forecasts and budgets.

·       High level skill set utilizing Microsoft 365

·       Ability to identify positive or negative variances from expected outcomes.

·       Ability to define problems, collect data, establish facts, and draw valid conclusions.

·       Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.