Contracts Specialist

LOCATION: Remote- This is a home based, virtual position that operates on US Eastern Standard time within the hours of 8:30am-5:00pm EST. Vaya Health welcomes applications from NC, SC, GA, TN, VA, MD, and FL.

GENERAL STATEMENT OF JOB

Vaya Health manages Medicaid and other publicly funded health care services in a multi-county service area in North Carolina. Vaya‘s Contracts Team, within the Legal Department, is responsible for administration and oversight of the vendor management life cycle, including contracting. This position reports to a Contracts Manager.

This position is part of a team that manages Vaya Health‘s provider and vendor contracts. Working closely with the Information Systems Department (ISD), Finance, and Provider Network Operations departments, the Contracts Team is responsible for managing the full cycle contracting process which includes: developing and implementing contract templates, distributing provider and vendor contracts, coordinating and tracking contract execution, ensuing data integrity, communicating with vendors and providers related to contracts, and storing and tracking executed contracts.

The Contracts Specialist‘s work will involve management of the storage and tracking of contract documentation and data in accord with Vaya‘s contractual and regulatory obligations, in addition to the coordination of the signatory process required for contract finalization. Beyond the administrative requirements of the position, the position will support the supervising Contracts Manager and the Contracting and Vendor Management Director in meeting reporting requirements and must exhibit a facility with accurate data entry and management, with exacting attention to detail, as well as working with the electronic database from which the data will be reported. Most work will be driven by collaboration with work done by the Legal Team and Contract Managers, as well as the Contracting and Vendor Management Director, and the ability to work with a team is critical to the position‘s responsibilities.

ESSENTIAL JOB FUNCTIONS

Contracts and Vendor Management Life Cycle Support:

• Co-manage with other Contracts Specialists the Contracts Team email inbox.
• Support the Contracts Team in coordinating user set-up and providing to Vaya employees and vendors technical assistance and training, as necessary, for the CLM platform.
• Enter contract set-up details within the Vaya CLM platform and review and administratively approve contract requests within the CLM platform‘s contracts workflow.
• Assist Contracts Managers with training and helping internal business units enter accurate contract requests.
• Using established templates, prepare agreements and amendments as requested and for review by the supervising Contracts Manager, Contracting and Vendor Management Director, or Sr. Associate General Counsel.
• Assist in tracking the contract approval and execution process, as well data collected to support the management of vendor relationships throughout the life of each Vendor contract.
• Send contracts for execution through the CLM platform or DocuSign.
• Distribute and track Vaya provider and vendor contracts.
• Organize, store, and archive all Vaya contracts in paper format and/ or within the electronic contracts lifecycle management platform (‘CLM platform‘) and SharePoint, with corresponding management of the data maintained in those repositories.
• Gain advance knowledge of how to use Vaya systems, including the CLM platform.
• Assist with input and the ongoing maintenance of the integrity of provider and vendor data in Vaya‘s contract lifecycle platform and any other system in which such data is maintained.
• Maintain and update contracts tracker and spreadsheets.
• Coordinate and schedule meetings with vendors and providers for the Contracts Team, as needed.
• At the direction of the supervising Contracts Manager, the Contracting and Vendor Management Director, or Sr. Associate General Counsel, perform timely audits of data in the CLM platform and follow up with Contracts Team and Legal Team staff to ensure timely and accurate entry and updating of data.
• Assist Contracting and Vendor Management Directors with managing and updating active Legal-approved templates within the CLM platform and in SharePoint.
• Prepare forms, PowerPoints, and other documentation needed for the presentation of contracts training and presentations, at the direction of the Contracting and Vendor Management Director or Contracts Manager.
• Assist the Contracting and Vendor Management Director in preparing for presentation reports to Vaya‘s Leadership, Board of Directors, NCDHHS, and Vaya delegated subcontractor governance and oversight committees.
• Assist in processing vendor registration forms within the CLM‘s vendor management relationship application.
• With direction from the Contracting and Vendor Management Director or supervising Contracts Manager, compile, enter, and manage data collection and aggregation for reporting regarding contract status, content, and other data maintained within the Contracts Team‘s systems.
• Assist the Contracting and Vendor Management Director and supervising Contracts Manager with the onboarding, training, contracting, monitoring, and/or assessment of designated vendors within the CLM.
• Update and maintain key performance indicators, service level agreements, and other contractual requirements in the CLM, including in the vendor management relationship application.
• Monitor timeliness of documentation, submission and completion of reports, and other inputs by internal and external stakeholders in the CLM.
• Liaise with designated internal points of contact and/or vendor to input data and monitor data elements into the CLM or vendor relationship management application.
• As directed by the Contracting and Vendor Management Director, collaborate with the External Review and Delegation Oversight Teams and designated internal points of contact for the vendors to ensure appropriate monitoring of the CLM and contract occurs.

Special Projects:

• Work on assigned projects as needed to improve contract and vendor management activities, improve data integrity, contractor communications, and other projects that impact Vaya‘s contracting and vendor management functions.

Other Duties:

Note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

KNOWLEDGE, SKILL & ABILITIES

• Experience with or ability to quickly master a client relationship management/ vendor life cycle management software portal
• A demonstrated knowledge of departmental programs and practices/processes, with the ability to apply knowledge to resolve problems/inquiries in order to process information and complete assigned tasks.
• Strong team player who understands the role of the position, respects boundaries, welcomes collaboration, respectful of others, and demonstrates the ability to work harmoniously with a diverse workforce.
• Exceptional interpersonal and communication skills, and the ability to make prompt decisions based upon relevant facts and established processes.
• Problem solving and conflict resolution skills as required to balance the needs of both internal and external stakeholders.
• Detail oriented, with ability to independently organize multiple tasks and priorities, and to effectively manage workload under pressure of deadlines.
• Ability to manage large amounts of simple and complex data.
• Experience with data analysis preferred but not required.
• Solution-focused and committed to self-accountability.
• Critical thinking skills and the highest level of professional judgment will be needed for all aspects of the job, but particularly in relation to the vendor relationship management and oversight responsibilities associated with the position.
• Excellent time management skills, including the ability to manage competing priorities and to complete tasks in a timely and accurate manner.
• Highly productive and motivated individual who takes pride in a job well done.
• Proficiency in Microsoft Office products (such as Word, Excel, Outlook, etc.), SharePoint and DocuSign is required.
• Ability to learn and establish proficiency with an electronic contract lifecycle system that includes communications, tracking, and reporting functionality.
• Familiarity with DocuSign, SharePoint, and Icertis vendor management software a plus
• Willingness to travel as needed. Thorough knowledge of how to use standard office equipment, including printers, scanners, and fax machines.

QUALIFICATIONS & EDUCATION REQUIREMENTS

Bachelor‘s degree in business administration or related area required. Three (3) years of experience in procurement, contracting, business operations.

PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists, and fingers.
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT: The person in this position must live in NC, SC, GA, TN, VA, MD, or FL.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open Until Filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit about/careers/.

Vaya Health is an equal opportunity employer.