Contract Specialist - University of Maryland Medical System

The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state's future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System's anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Negotiates System agreements in accordance with UMMS and accepted purchasing practices and standards.
• Researches and selects products according to quality, price, serviceability and standardization opportunities. 
• Sources new suppliers and determines their acceptability to provide products and services to support the needs of internal customers.   
• Conducts financial reviews, product analysis and specifications of potential suppliers to determine their solvency and ability to meet the procurement needs of the Medical System.
• Independently contacts vendors to purchase materials, supplies and equipment, and resolve complex supply-related problems.  Meets with sales representatives to evaluate product/service pricing, quality and dependability.  Develops contingency plans to limit UMMS exposure/risk.  Establishes and maintains positive and effective relationships with vendors and sales representatives.
• Ensures the cost-effective and timely delivery of products and services; contacts vendors and hospital personnel to follow-up and assure that actions are completed as previously agreed upon.  Communicates with Medical System staff to determine the quality, effectiveness and durability of purchased product performance and overall service.
• Responsible for working on and assisting in achieving annual savings targets set by the Medical System for Supply Chain Management and Strategic Sourcing.
• Possesses knowledge of all aspects of buying, contracting, sound business and financial judgement, and strong working relationships with key personnel and vendors.
• Mentors Buyers through cross training and sharing of information that will expand their knowledge and effectiveness as requested.
• Coordinates and develops complex proposal packages for review and analyze requests for: proposals, bids, information or quotations for UMMS products, services or equipment in accordance with standard purchasing practices, UMMS policy and procedures and The Joint Commission and HIPAA standards.
• Negotiates and awards (product, service & equipment) contracts to vendors utilizing sound business practices: pricing, availability, delivery, clinical acceptability, final terms and conditions, and various other critical factors.
• Works in conjunction with the requesting department of the products, service or equipment, obtains approval of funds working with Sr. Management, Finance and various committees such as Capital Management and the Clinical Quality Value Analysis (CQVA) Program..
• Monitors contract utilization to ensure pricing is being accessed correctly.
• Communicates often and effectively to all customers and key stakeholders.
• Develops and implements pro-active short and long-term strategies and contingency plans for large and complex purchases/projects independently with limited management direction.
• Working as part of a team, reviews customer prepared documents and specifications for comment and inclusion into the proposal process.
• Coordinates all phases of the Request for Bid.  Engages all key stakeholders and other appropriate clinical and administrative staff, as well as directs all vendor communication interactions during the bid process. 
•  Compiles quarterly analysis to ensure contract compliance.
• Identifies and facilitates opportunities for contract standardization, consolidation and cost savings/cost avoidance’s.
•  Negotiates, interprets and drafts contracts in accordance with agreed upon terms and conditions that meet the standards of sound business practices of the Medical System.
• When appropriate, recommends changes in or additions to existing Supply Chain Management and Strategic Sourcing policies and procedures.
• Serves on various committees (Capital Management & Clinical Quality Value Analysis Oversight and Subcommittees)   and numerous task forces throughout UMMS to ensure all decisions are in compliance with Supply Chain Management and Strategic Sourcing, Procurement and Contracting requirements, policies and procedures.  
• Update Senior Contract Managers, administrative staff, clinical staff and other pertinent parties with significant progress on corporate initiatives.
• Promotes teamwork and professionalism, both inter and intra-departmentally.

Education and Experience

• High School Diploma or equivalent (GED) is required. Bachelor’s Degree or equivalent experience is preferred.
• Three years professional purchasing experience performing buying activities, or equivalent, is required. Experience which includes use of a computerized purchasing system is required. Hospital purchasing experience preferred.
• Experience purchasing in medical surgical, surgical services, purchase services, capital equipment, or pharmacy is preferred.
• Active enrollment in, or certification from, the National Association of Purchasing Management as a Certified Purchasing Manager (C.P.M.) is preferred.

Knowledge, Skills and Abilities

• Demonstrated knowledge of negotiation tactics and proficient negotiating and organizational skills are required in order to work with external vendors and minimize costs to the UMMS.
• Knowledge of purchasing principles/practices (e.g. disclosure of proprietary information, conflict of interest), principles of inventory control, distribution, and general accounting in order to assist vendors in resolving billing issues. Familiarity with medical/surgical supplies and equipment is preferred.
• Familiarity with the operation of computerized purchasing and inventory systems, spreadsheet and word-processing software programs are required.
• Ability to direct, monitor, train and motivate the performance of clerical staff.
• Effectiveness in problem-solving is required in order to resolve user department concerns/problems regarding vendors, product availability or quality, services, billing or various purchasing-related issues.
• Highly effective interpersonal skills and professionalism are required in conducting negotiations, making presentations and working with diverse levels of management and clinical staff both inside and outside of the organization. Effective writing skills are required to draft contracts and prepare correspondence.

Patient Safety

Ensures patient safety in the performance of job functions and through participation in hospital, department or unit patient safety initiatives.

• Takes action to correct observed risks to patient safety.
• Reports adverse events and near misses to appropriate management authority.
• Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.

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