Contract Coordinator - Oregon Health & Science University
Portland, OR
About the Job
CSG is under the Supply Chain & Logistics Department of OHSU and is the central processing point for most OHSU contracts that do not involve managed care or research. This office is responsible for the review, final execution, management and administration of Professional Services Contracts (PSC), Short Term Leasing Contracts, Purchasing Contracts, Affiliation Agreements, Computer/Software Contracts, Sale of Service, and Capital Construction contracts.
The CC administers contracts, which includes but is not limited to providing consultation, advice, direction to all levels of OHSU staff, contractors and third party entities regarding contracting issues and methods which will best meet legal sufficiency, risk management and financial requirements for OHSU's business objectives. One of the main roles of this position is to continually seek opportunities for process improvement as well as improve customer service.
This CC will partner with departments to establish contracts, and/or Educational Agreements, Sale of Services Agreements between OHSU and other institutions. Duties will also include managing contract databases/ Smartsheets, process improvement, update contractual templates, and processing transactional acquisitions such as PSCPOs and Short Term Leases.
Because of the sensitive nature of certain contracts, this position requires that the information processed and communicated through this office be maintained as confidential and shared only with appropriate and applicable parties.
Function/Duties of Position:Contracting:
- Meeting compliance is one of the main responsibilities for the position of a CC, including compliance with OHSU Policy, Procedures, Legal, Risk Management standards, DNV and HIPAA. Consult with Legal, Risk Management and Departments to manage contracts and compliance. Assist departments in reviewing contracts and associated documentation to ensure efficient performance of contracts. Manage and ensure that the use of streamlined and standardize processes, including processing of PSCPOs and Template program designed to facilitate Departments being able to obtain independence and yet maintain the integrity of the contracting/procurement process. Safeguard the integrity of contract administration by exercising legal and risk management practices, add value within contract language, and protect the University from financial losses due to adverse legal action or risk irregularities.
Database Responsibilites:
- This position will assist with the maintenance of the Contract Management System, the Sourcing System as well as the DNV Database for heathcare contract. This includes upkeep of the data within the system and sending notifications, correcting errors and other maintenance.
Contract Adminisration:
- Practice effective and efficient processes for managing contracts including but not limited to reporting, renewals, and amendments. Identify, negotiate and resolve problems assuring appropriate and timely correction of contract administration and compliance issues. Provide support to the Departments when contract non-compliance has been identified.
Process Improvement:
- Promotes allowing employees to identify opportunities to find process improvements in the department and in their area of responsibility. This includes identifying, evaluating, and developing comprehensive plans of action and implementation for more efficient and cost effective processes. This also includes proactivly managing contracts and working with individual departments to identify process change opportunities.
Contract Management System:
- Contract Coordinator will be responsible for maintaining the integrity and accuracy of the Contract Management System for the contracts they are responsible for. This includes, but is not limited to, creating new records, managing and updating of current records, monitoring end dates, scanning of documents, and working with end users to maintain up to date records. The Contract Coordinator is responsible for running reports in Discoverer that are relevant to the contracts they manage.
- Two years of contract coordination experience which must include:
- Negotiation of contracts and acquisitions.
- Using procedures and techniques such as developing technical specifications, managing payment mechanisms, negotiating terms into vendor contracts, AND
- A bachelor’s degree or paralegal degree required; OR
- Four additional years of the above-related experience may substitute for the degree requirement.
Job Related Knowledge, Skills and Abilities (Competencies):
- Strong interpersonal, communication and customer service skills are required.
- Ability to multitask and be able to manage significant stress from multiple sources.
- Proficient in Word and Excel.
- Individual most demonstrate ability to work independent and proactive initiative.
- Experience with Oracle, Excel and Smartsheet.
- 8 hours a day during business hours, five days per week.