Essential Job Responsibilities

Administrative/Contracting Duties:

This position will prepare health center third-party contracts and agreements including, but not limited to independent contractor agreements, confidentiality agreements, business associate agreements

Responsible for ongoing analysis of existing contracts.

Addresses operational issues with contracted parties by proactively identifying issues and updating manager on unexpected changes in the planned performance of contracts.

Maintains contracts and documentation within a tracking system.

Responds to market opportunities and monitors significant market changes.

Ability to interpret contractual language and identify any problematic language that may require negotiation.

Prepares reports, memos, letters, and other documents.

Reads and analyzes incoming correspondence, policy changes and submissions from contractors, and distributes them as needed.

Files and retrieves contracts, vendor documents, reports, and analysis.

Supports management efforts to maintain compliance in the documentation standards.

Communicates effectively to inquiries from other departments throughout the health center regarding contract execution, maintenance, monitoring, and closeout.

Provides general administrative support.

Attends internal and external meetings, as needed.

Maintain active communication with internal and external stakeholders.

Vendor Management Duties:

Facilitates Vendor Management activities.

Maintains vendor audit and due diligence logs.

Works with external parties in the completion/execution of vendor security questionnaires, business associate agreements, confidentiality agreements, etc.

Updates Vendor Management and Contracting policies and procedures, as applicable.

Provides frequent vendor management status updates to internal stakeholders.

Coordinates vendor on-boarding activities with internal departments.

Works with purchasing specialist on procurement activities

Grants and Program Development Duties:

Participates in grant-related activities, as necessary.

Culture of Service: 3 C’s

Compassion

Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.

Listens to the internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.

Competency

Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered.

Commitment

Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed.

Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided.

Safety:
Ensures proper handwashing according to the Centers for Disease Control and Prevention guidelines.
Understands and appropriately acts upon the assigned role in Emergency Code System.
Understands and performs assigned roles in the organization’s Continuity of Operations Plan (COOP).

Contact Responsibility:
The responsibility for internal and external contacts is frequent and important.

Physical Requirements:

This work requires the following physical activities: constant writing, sitting, standing, talking in person, talking on the phone, hearing/ visual acuity. Frequent walking and occasional bending, stretching and reaching may be required. Work is performed predominantly in an office setting, with occasional instances of short-distance travel.

Other:

Participates in health center developmental activities as requested.

Other duties as assigned.

Travel Requirements and Details:

Occasional instances of short-distance travel by car. Own transportation required.

Work Experience:

At least two years of experience in contracts review and management required. Experience in not-for-profit contracting preferred. Applicable experience in lieu of degree may be considered.

Education:

HS Diploma is required. AA / BA degree in a healthcare related field, preferred.

Skills:

Computer knowledge should include Internet and advanced familiarity with Microsoft Office Suite (Word, Excel, Outlook, Teams, Powerpoint, etc.). Demonstrated record of achievement, including exceptional organizational, interpersonal, and written and verbal communications skills. Ability to work well in a team environment, handle multiple assignments and meet deadlines. Ability to accurately maintain contracts/vendor management filing system in order to ensure contract compliance and ready access to critical information. Problem solving and team work skills are required. Ability to work with multicultural and diverse population is required.

Behaviors:

Ability to perform job functions with minimal supervision, self-starter, problem-solver, team player, strong attention to detail, flexibility to adjust priorities in order to meet deadlines.

Licenses:

None

Experience

• 2 year(s): At least two years of experience in contracts review and management is required. Experience in not-for-profit contracting preferred.

Education

• Bachelors or better in Health Services Administration or related field
• Bachelors or better in Health Administration or related field

Skills

• Multitasking
• Phone etiquette
• Windows
• Verbal Communication
• Written Communication
• Team Player
• Patience
• Planning & Organizing
• Microsoft Office
• Interpersonal Skills
• Excel
• Enthusiastic
• Email
• Customer Focus
• Courteous
• Coordination
• Communication
• Commitment
• Bilingual (English-Spanish)

Behaviors

• Team Player: Works well as a member of a group
• Enthusiastic: Shows intense and eager enjoyment and interest
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations

• Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals