Administrative Coordinator, Contracts

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At Hill Physicians Medical Group, we're shaping the healthcare of the future: actively managed care that prevents disease, supports those with chronic conditions and anticipates the needs of our members.

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Hill Physicians has much to offer prospective employees.  We're regularly recognized as one of the "Best Places to Work in the Bay Area" and have been recognized as one of the "Healthiest Places to Work in the Bay Area." When you join our team, you're making a great choice for your professional career and your personal satisfaction.

DE&I Statement:

At PriMed, your uniqueness is valued, celebrated, encouraged, supported, and embraced. Whatever your relationship with Hill Physicians, we welcome ALL that you are.

We value and respect your race, ethnicity, gender identity, sexual orientation, age, religion, disabilities, experiences, perspectives, and other attributes. Our celebration of diversity and foundation of inclusion allows us to leverage our differences and capitalize on our similarities to better serve our communities. We do it because it's right

Job Description:

Provide administrative coordination support for the Contracts Department.

Job Responsibilities:

• Provide direct coordination support which may include agenda creation, documented meeting minutes, create, submit and track related reports.

• Represent the Contracts Department as the first point of contact internally and externally, reflecting positive and professional corporate image

• Daily organize and plan to get the most out of each workday.  Maintain tabs on multiple projects and priorities, independently solve problems and communicate clearly and effectively.

• Contracts administration to include: create and maintain contracts database to ensure that renewal discussions occur in a timely manner.

• Maintain schedule and coordinate meetings for Vice President of Contracting, Contract Managers, Government Programs or delegates.

• Provide coordination support which may include: manage departmental expense reporting, ordering departmental supplies, booking travel and conferences, meetings and related logistics scheduling, coordinate catering, review and approve related invoices and expense reports.

• Arrange meetings between multiple parties, assure that locations, call-in numbers, video conferencing, catering (if required), etc. is set up and working for such meetings held at Hill Physicians offices. Provide copies of pertinent meeting-related documentation to Vice President of Contracting, Contract Managers, Government Programs or delegate.

• Prepare documents which may involve complex layouts, graphics, charts, etc.

• Proofread and correct contractual and other documents for grammar, spelling, proper formatting using MS Word and Adobe tools including Track Changes functions, tables, etc.

• Establish and manage document tracking processes to assure that documents are executed, distributed, and filed accurately and in a timely manner, and that document location is known during the entire contract cycle.

• Maintain current relevant contact listings for Health Plans, Ancillary, Hospital, etc.

• Assist with contract termination processes using Vistar and applicable systems, which may include:  generating termination letters, assisting in generating Resignations Reporting; scanning and linking physician termination letters in Vistar.

• Answer, screen and route incoming calls for Contracting and as needed for the Executive Office

• Work with contracting staff to establish/maintain  consistency in contract files

• Utilize databases and spreadsheets including ad hoc reporting

• Other duties as necessary

Required Experience:

• Previous contract management experience preferred. 

• Strong oral, written and reading comprehension and organizational skills a must.

• Ability to conduct thorough research as it applies to contract language and operations.

• Ability to interface with all levels of management.

• Demonstrated project management skills; ability to prioritize multiple projects and tasks; must be able to contribute to cross-functional work groups both as leader and participant.

• Familiarity with routine applications software and Internet resources, including Word, Excel and PowerPoint  (Access a plus).

Required Education:

• Bachelor's Degree preferred, or any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.

Additional Information

Salary: $68,000 - $80,000 Annual

Hill Physicians is an Equal Opportunity Employer