What are the responsibilities and job description for the Sr. Legal Contracts Administrator position at jpshealthnet?
Job Summary: The Senior Legal Contracts Administrator is responsible for overseeing and managing the contract process within the legal department. This includes drafting, reviewing, negotiating, and executing contracts, while ensuring compliance with legal requirements, and managing contract databases. This role provides mentorship and support to other Contract Administrators and works closely with legal counsel to ensure that contracts are legally binding and in the best interest of the organization.
Essential Job Functions & Accountabilities:
- Works closely with internal stakeholders to evaluate business requirements, investigates industry solutions and pricing structures, while partnering with Contract Owners to identify the most suitable acquisition strategy, such as GPO, RFP, Request for Quotes, or other.
- Collaborates with department leaders to assess products and services, and manages bulk purchases to optimize purchasing power, where appropriate.
- Oversees and manages the negotiation, execution, and compliance of contracts across multiple departments, including Graduate Medical Education (GME), research initiatives, real estate transactions, foundation grants, construction projects, and referral sources.
- Leverages all available information, including stakeholder input, to prepare comprehensive Scopes of Work for RFPs and negotiates favorable, compliant contract terms with vendors.
- Identifies and collaborates with internal teams to address complex problems, such as terminations and intricate contractual issues, using job knowledge, reference materials, advanced analysis, and legal counsel as fitting.
- Manages assigned contracts to ensure internal compliance with terms, conditions, policies, and procedures, while adhering to acquisition processes and meeting state and local guidelines.
- Conducts document audits, special projects, analyses, and investigations as needed.
- Collaborates with Contract Owners and Supply Chain to track and report cost savings, process improvements and ensure negotiated pricing agreements are properly documented in the accounting systems.
- Works with all levels of District staff to establish and maintain an effective contract lifecycle management structure, from inception through contract reconciliation in accounts payable.
- Handles RFP template completion, ensuring accuracy of all related documentation, while serving as a resource for other departments. Assists in developing RFP specifications, evaluates quotes and bids, and provides award recommendations that align with the organization's best interests.
- Monitors vendor performance, initiates corrective actions within legal parameters, and resolves nonperformance or contractual issues, while providing guidance to departments on solicitation specifications, ethical concerns, vendor management, and contract interpretation/administration.
- Establishes evaluation criteria, pricing structures, and negotiation strategies for competitive negotiations.
- Chairs RFP evaluation committees, facilitates sessions, evaluates proposals, conducts competitive negotiations, and recommends contract awards, preparing necessary submissions to legal.
- Assists in preparing and reviewing documents required for Board approval of contracts.
- Recommends updates to unit or sub-unit policies and supports initiatives aimed at improving efficiency.
- Trains and mentors team members to ensure adherence to proper procedures and best practices.
- Job description is not an all-inclusive list of duties and may be subject to change with or without notice. Staff are expected to perform other duties as assigned.