Contract Specialist

Canyon Vista Medical Center

Job Title: Contract Specialist

Job Type: PRN (as needed)

Who We Are:

People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. Canyon Vista Medical Center is a 106 bed Joint Commission Accredited offering a number of specialty services. We are proud to serve our community with a Level III Trauma unit Center of Excellence for Total Joint Replacement Level I Nursery American College of Radiology Accredited Facility as well as many other state of the art services to ensure our patients are cared for.

Where We Are:
Sierra Vista Arizona is a flourishing city located 75 miles southeast of Tucson. Thanks to our year-round temperate climate affordable housing low cost of living access to healthcare and education facilities not to mention the breathtaking natural beauty of majestic mountain ranges and the San Pedro River and outdoor activities Cochise County residents enjoy an excellent quality of life.

Why Choose Us:

• Health (Medical Dental Vision) and 401K Benefits for full-time employees
• Competitive Paid Time Off
• Employee Assistance Program mental physical and financial wellness assistance
• Tuition Reimbursement/Assistance for qualified applicants
• And much more

How Youll Contribute:

The Contract Manager is responsible for evaluating and maintaining all contractual relationships with vendors on behalf of Canyon Vista Medical Center and subunits thereof including joint ventures medical practices or other affiliations for which CVMC has contracting responsibilities. Under the direction of the Chief Executive Officer this position leads the contracting process following CVMC and Lifepoint standards. This position is vital to the efficiency of the Administrative Operations and must demonstrate independent judgment and exceptional organizational skills. Functions in a professional capacity with substantial independence to perform multiple duties related to diverse hospital-wide programs projects and issues that cross operational and administrative lines. Performs and directs all administrative duties for executive management. This role supports the most senior executive and may supervise other administrative staff in project coordination. Possesses advanced computer skills and the ability to train others on system usage. Other duties as assigned.

Reports to: Chief Executive Officer
FLSA: Hourly

Essential Functions

1. To perform this job an individual must perform each essential function satisfactorily with or without reasonable accommodation.
2. Functions in a professional capacity with substantial independence to perform multiple duties related to diverse hospital-wide programs projects and issues that cross operations and administrative lines. Performs and directs all administrative duties as directed by executive management.
3. Provides back-up for administrative support staff on an executive level with the ability to prioritize projects and efficiently manage an officecoordinates workflow; updates and chases delegated tasks to ensure progress to deadlines.
4. Checks deadlines on incoming requests and puts preliminary work in play.
5. Stays ahead of bids by understanding Administrative priorities and reacting within the scope of authority. Maintains and utilizes procedures manual to ensure consistent performance of routines.
6. Fosters long-term effective relationships between vendors and the facility.
7. Assist in the management of the contract management cycle including evaluation approval process implementation and ongoing tracking/monitoring.
8. Arranges essential mail-in priority action orders for the executives. Assures priority items are communicated to the executive. Composes correspondence/reports for administrative signatures related to contractual obligations.
9. Maintains database of standard correspondence materials and suggests format to executives in need of support. Processes correspondence replies by own initiative or from executive dictation or notes.
10. Types/compiles general correspondence and maintains files for CEO.
11. Handles phone calls in a manner that is efficient and accomplishes the following:
    Arranges callbacks to coordinate with the executives time schedule.
    Provides backup materials for callbacks.
    Routes calls elsewhere as needed.
    Screens phone inquiries as needed to avoid placing unnecessary calls to executives.
    Prepares and distributes the agenda in advance.
    Arranges meeting facilities and coordinates all details.
    Acts as recording secretary; prepares action minutes for all legal and contract-related meetings.
    Understands company or department procedures.
    Recommends management action to improve standard operating procedures.
    Takes part in any administrative meetings as required to assure follow-through.
    Takes initiative on requests and inquiries of administrative nature.
12. Controls contractor/visitor flow and screens requests to see executives in a manner that meets customer needs and limits unexpected interruptions.
13. Provides backup data as required.
14. Schedules visits in an area to protect confidentiality.
15. Receiving/assisting visitors and telephone callers referring them to the appropriate person as circumstances warrant; assisting customer satisfaction by meeting with patients/families as necessary.
16. Researches drafts or abstracts reports as required by workflow. Assembles data relative to various phases of hospital activities; completes special projects of a complex nature as required.
17. Handles conflicts with diplomacy and presents a professional attitude and appearance. Represents the organization positively and professionally. Is a resource person both within the department and other departments administrative staff.
18. Demonstrates the ability to be flexible and organized. Performs duties in a manner that develops trust and reliability earning the full confidence of the executive team. Assures discreet handling of all business activities and plans.
19. Acts as liaison between CEO office and Medical Staff Service office; ensures any actions requiring material to be sent to the Medical Staff is done promptly.
20. Coordinates with HSC to complete all necessary licensure renewal applications and audits. Acts as liaison between HSC staff and CEO office.
21. Responsible for the development and maintenance of contracts. Key factors include supporting the organization by helping to develop/review contracts lead the entire contract process from pre-contract through post-signature phases and closely collaborates with internal departments to ensure contracts are kept up to date.
22. Develop and maintain processes that promptly notify critical contract events (e.g. renewals termination and due dates contained within the agreements).
23. Develop and maintain periodic reports on the status of all contracts.
24. Assure accurate data entry of contract specifications and terms into the database and completeness of all contracting processes.
25. Assist with contracting administration and projects as needed.
26. Every effort has been made to make this job description as complete as possible. However it in no way states or implies that these are the only duties the incumbent will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar related or is a logical assignment to the position. This position description does not restrict the right of management to assign or reassign duties and responsibilities with and without notice.

Minimum Qualifications:

Education:

• Bachelors degree in a related field is highly preferred. Masters degree is preferred.

Experience:

• Previous contracting or equivalent work experience required. Minimum of five years work with increasing responsibilities/experience in contracting or business management.

Skills:

• Complies with legal hospital and departmental policies procedures and position requirements.
• Working knowledge of business and contract law relating to healthcare/contract issues.

EEOC Statement:
Canyon Vista Medical Center is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color race sex age religion national origin disability genetic information gender identity sexual orientation veterans status or any other basis protected by applicable federal state or local law.