Contract Administrator- MD/Mid Atlantic

Employment Type:

Shift:

Description:

Purpose

Coordinates and facilitates the vendor contracting process for assigned Trinity Health Strategic Sourcing category team or Regional Health Ministry consistent with the strategies and priorities of the organization. Accountable for maintaining contract process in compliance with applicable Trinity Health policies and procedures.  Conducts competitive sourcing and negotiation process on initiatives with low risk and value. Serves as liaison between Legal Department and Strategic Sourcing or Regional Health Ministry in support of vendor contract process.   Supports Trinity Health’s contract management system. Handles a variety of routine to moderately complex contractual matters or projects.  Assists Strategic Sourcing or Regional Health Ministry with other projects, as assigned. 

Essential Functions  

Our Trinity Health Culture: Knows, understands, incorporates & demonstrates our Trinity Health Mission, Values, Vision, Actions & Promise in behaviors, practices & decisions.  

Work Focus: Provides administrative support services & engages in activities that enhance or improve coordination, preparation, & flow of the department processes & core work. Plans & organizes workflow & prioritizing customer needs. Develop, implement, & maintain job-related records. Maintains procedural standards as appropriate for role. 

Process Focus: Utilizes multiple system applications for data collection & management.  Knows, understands & incorporates basic knowledge of TH policies, practices & processes to ensure quality, confidentiality, & safety are prioritized. Demonstrates knowledge of departmental processes & procedures & ability to readily acquire new knowledge. Collaborate on performance improvement activities as indicated by outcomes in program efficiency & patient and/or customer experience.  

Communication: Employs effective & respectful written, verbal & nonverbal communications; Develops an environment of mutual confidence & trust through collaborative relationships; Effectively communicates goals, standards, program expectations, service performance & how the work serves Trinity Health objectives; Proactively recognizes, addresses &/or escalates organizational, operational, or team conflicts. 

Environment: Performs work in a caring, collaborative & safe manner. Stewards productive use of resources (e.g., people, financial, equipment, supplies, materials) to achieve assigned commitments, experiences & quality standards. Accountable for continuous self-development & supporting the growth of others. Self-monitors & initiates corrections and/or seeks assistance or guidance when needed. Embraces new ideas & cultural differences.    

Maintains a working knowledge of applicable Federal, state & local laws/regulations, Trinity Health Integrity & Compliance Program & Code of Conduct, as well as other policies, procedures & guidelines in order to ensure adherence in a manner that reflects honest, ethical & professional behavior & safe work practices. 

Minimum Qualifications

• Bachelor’s degree in Business Administration, Healthcare, Supply Chain Management, or related field
• Four (4) to five (5) years prior contract administration experience or equivalent combination of related education and experience

Additional Qualifications (nice to have)

• Legal assistant, paralegal degree, or certificate from an American Bar Association approved program or the equivalent.
• Contract drafting and administration experience as evidenced by serving previously in comparable roles
• Prior experience working in a corporate purchasing department or law firm and/or corporate legal department.

Physical and Mental Requirements & Working Conditions

Indirect / Healthcare Support Services: (OSHA: Healthcare support services mean services that facilitate the provision of healthcare services.)  

• Rare clinical / patient facing work environment.   
• Includes continuous work time indoors (subject to travel requirements) under temperature-controlled & well-lit conditions; may encounter occasional variable external environmental conditions.   
• Includes occasional lifting, up to 30 pounds unassisted, frequent travel & use of computer; Includes continuous sitting & may require rare long periods of continued walking, standing, stooping, bending, pulling & pushing.   

Direct Healthcare & Indirect / Support Healthcare Services: must be able to:   

• Adapt to frequent interruptions, shifting priorities & stressful situations; Attend to tasks until complete, understand & relate to complex ideas & concepts & be able to remember multiple tasks & regimens extending over long periods of time & work on concurrent tasks / projects.   
• Read small print, frequent ability to hear normal sounds & voice patterns, able to give / receive instructions & other verbal communications in-person & over the phone / computer / device / equipment assigned with some background noise.   
• Perform frequent manual dexterity activities & occasional grasping/handling.   
• Continuous attention to maintain a safe working environment & use of available personal protective equipment (PPE).   
• Comply with Trinity Health’s policies & procedures.  

Addendum

• Develops and adheres to standard process workflows for the creation, review, and approval of vendor contracts.
• Assists with the development of contract processes, guides, and terms on behalf of Trinity Health or Regional Health Ministry and in alignment with Strategic Sourcing.
• Supports and works with Strategic Sourcing and associated vendors to maximize contract terms in support of business objectives. This may include project management and/or data reporting and tracking.
• Conducts competitive sourcing and negotiation process on initiatives with low risk and value for, but not limited to, direct and indirect supplies, services, and equipment.
• Analyzes vendor responses during sourcing events, reviews product/service/equipment information to determine applicability, performs cost benefit analyses, develops reports and presents findings. Determines most favorable quotes and/or negotiates with vendors to obtain optimal price, terms, and conditions.
• Assists with managing and tracking of Business Associate Agreements (BAA’s), confidentiality agreements, and security reviews.
• Responsible for drafting contractual language and managing contractual edits between Trinity Health or Regional Health Ministries and Suppliers using approved forms and pursuant to approved guidelines.
• Responsible for coordination of final documents for execution between Trinity Health or Regional Health Ministries and vendors, including documentation of required approvals.
• Assists with reviewing and drafting business agreements and contracts, distributes, and tracks executed agreements, maintains contract records in the Trinity Health contract management system.
• Drafts standard contract-related correspondence between Trinity Health or Regional Health Ministry and vendors.
• Assists with administration of amendments, order forms and contractual changes and coordinates the legal review of contact documents with Trinity Health or Regional Health Ministry Legal Department as appropriate.
• Assists with contract compliance disputes and resolution.
• Works with Trinity Health or Regional Health Ministry Legal Department to maintain vendor contracting template accuracy in support of Sourcing process.
• Assists with contracting activities in support mergers, acquisitions, divestitures.
• Manages the contract management database on behalf of Strategic Sourcing or Regional Health Ministry
• Provides training and support to Supply Chain stakeholders involved in contract process workflow.
• Directly supports and works with Strategic Sourcing to advise and consult with internal and external customers on contract inquiries or issues relating to the content and implementation of agreements and/or regulatory or legal matters.

Our Commitment to Diversity and Inclusion
 

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.