Contract Coordinator

Title:                          Contract Coordinator

Job Summary:          Under the supervision of the Contract Supervisor (CS), the Contract Coordinator (CC) of Omni Family Health (Omni) provides administrative support to a growing network of state-of-the-art health centers serving California’s Central Valley. As a member of the organization’s Fiscal Department, the CC is responsible for supporting the entire contract lifecycle, from preparation and review to updates, tracking, and data entry, ensuring accuracy and compliance at every stage. This role works collaboratively with internal departments, external vendors, and the legal team to facilitate efficient and timely contract execution, supporting organizational goals and risk mitigation.

Job Duties:

1. Assist with overseeing and enforcing the organization’s contract development and management processes, ensuring alignment with core values such as integrity and regulatory compliance.
2. Performs preliminary reviews of contracts and documents to ensure accuracy and compliance with legal and regulatory requirements. Collaborates with internal departments and executive leadership prior to final approval. Coordinates with the office of the Chief Executive Officer (CEO) to secure authorized signatures.
3. Conducts detailed analysis of contract terms and conditions to identify potential risks, strategic opportunities, and compliance concerns.
4. Works directly with Legal Counsel on contracts requiring legal review and may assist in the development of standardized contract templates that adhere to state and federal regulations.
5. Collaborates with relevant departments to review contractual performance, ensuring compliance with terms and identify potential conflicts. Recommends revisions prior to contract renewal and assist in updating contracts, agreements and other contract-related documents.
6. Independently monitors, analyzes, and reports on expiring contracts, collaborating with department leadership to prevent disruptions in patient care, operational continuity, or pricing stability. Prepares vendor termination letters in accordance with organizational policies and contractual obligations.
7. Utilizes contract management software to securely store contract documents, maintain electronic filing systems, and implement automated alerts for key contract milestones such as effective, renewal, and termination dates.
8. Prepares and delivers contract documentation and reports to management in support of audits and other organizational inquiries, as needed.
9. Provides training and guidance to operational, administrative, and clinical staff on contracts, agreements, leases, and other binding documents to ensure understanding and compliance.
10. Participates in ongoing professional development through training and informational meetings to enhance knowledge of corporate law and support effective contract management.
11. Supports the Cash Handling team with operational tasks, including coordinating courier deliveries and preparing bank deposits.
12. Ensures the department provides cohesive support to the mission, vision, and core values while delivering superior customer service.
13. Works closely with all corporate branches, divisions, and/or departments in accordance with Omni’s policies and procedures.
14. Other duties and/or responsibilities as the CC may be assigned from time to time.

Additional Duties:

1. Health Insurance Portability and Accountability Act (HIPAA) Compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
2. Compliance: Ensures compliance with all local, state, and federal regulations.
3. Quality Assurance/Quality Improvement (QA/QI): Participates as required in QA/QI activities and contributes towards the overall quality improvement initiatives of the organization.
4. Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include Next Gen, Practice Management System (PMS), Quality Systems Inc. (QSI), and other electronic features as they are developed and implemented, as applicable to work environment.
5. Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
6. Audits: Contributes to required Health Resources and Services Administration (HRSA), Operational Site Visit (OSV), The Joint Commission (JC), and other audit events.

Qualifications, Education, and Experience:

1. High School Diploma or GED certification.
2. Two (2) years of experience in contract administration, procurement, or a similar role, ideally within a Federally Qualified Health Center (FQHC) setting.
3. Experience with contract management software preferred.
4. Proficiency in Microsoft Office Suite (Word, Outlook, Excel) required.
5. Familiarity with contract law and legal terminology preferred.

Skills/Competencies:

1. Communicates effectively (written and verbal), ability to clearly deliver and exchange information, has great listening skills.
2. Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback.
3. Understands facets of job, aware of duties and responsibilities, keeps job knowledge current.
4. Strives to eliminate errors, accurate work is a priority, seeks opportunities to improve product/services.
5. Meets deadlines, establishes appropriate priority, gets the job done in a timely manner.

Service Commitments:

1. Must be alert and respect confidentiality of information of all types “general personnel, and/or patient related information.”
2. Promotes and believes in Omni’s mission statement.
3. Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Responsible to:          Contract Supervisor

Classification:           Non-Exempt