Contract Specialist (Medical Supplies and Equipment)

Overview

The Contract Specialist is responsible for developing, negotiating, managing and maintaining supply, equipment, equipment maintenance and/or purchased service contracts for assigned areas. Responsibilities also include: 

• Monitoring contract expiration dates and working with the appropriate Team or Business Owner to ensure extension, renewal or new agreement is completed prior to expiration;    

• Developing and maintaining relationships with both vendors and internal customers (i.e. department and service line leaders); 

• Conducting vendor business reviews; 

• Completion of cost analysis and summary analysis for standardization/conversion opportunities;  

• Participation with Portfolio Managers in annual budgeting process;  

• Providing savings analysis for the purpose of financial impact tracking. 

The Contract Specialist is knowledgeable regarding the supplies and/or services utilized in  assigned areas; provides reliable information regarding supply or service capabilities outlined in contracts; assists in product sourcing and has an expert-level knowledge of trends, capabilities and opportunities associated with the supplies or services on contract. 

The Contract Specialist works in collaboration with their manager to provide support in review and execution of contracts in the areas they are assigned.  

The Contract Specialist assumes an active role on Fairview user group committees, value analysis teams and/or process improvement teams in a support capacity. 

Responsibilities/Job Description

• Annual contract portfolio is between $40 and $60 Million 

• Understands Business Owners requirements 

• Develops strategy prior to negotiation 

• Conducts negotiations with vendors 

• Drafts contracts and contract summaries using approved templates/language; obtains signatures as per policy 

• Reviews contracts for financial issues and liabilities risks and redlines/revises contracts to address issues.  

• Facilitates risk reviews with key stakeholders as appropriate 

• Identifies and documents savings and/or cost avoidance 

• Enters and maintains contract information into contract management system 

• Provides pricing to Contract Specialist Associate to coordinate into contract management system 

• Establish parameters with Business Owner/Stakeholders for managing contract terms, timelines, deliverables 

• Facilitate routine contract review with vendor and end-user department accountable for contract  

• Evaluates vendor performance  

• Analyzes opportunities for standardization, cost savings 

• Develops cross-reference processes and tools with vendors 

• Analyzes cross-references, summarizes opportunities and presents options and recommendations to Value Analysis Team, Business Owner, and/or Department and Service Line leaders.  

• Prepares final cross-reference and financial analysis  

• Develops methodology, calculates and documents projected savings by project by site for Savings and Tracking tool 

• Communicates effectively 

• Updates Contract Specialist Associate on price changes, additions, as needed so that Associate can coordinate with Purchasing Control Coordinator 

• Enter estimated frequency and amounts for Contract Administrator to coordinate receipt of refunds. 

• Provide breakdown by site, if requested  

• Update Portfolio Managers and provide Savings and Tracking Form when rebates are received 

• Support Business Owners in Capital Approval Process, review and negotiate quotes, process contracts (when applicable) and save in contract management system. 

Organization Expectations, as applicable:  

• Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.  

• Partners with patient care giver in care/decision making. 

• Communicates in a respective manner. 

• Ensures a safe, secure environment. 

• Individualizes plan of care to meet patient needs. 

• Modifies clinical interventions based on population served. 

• Provides patient education based on as assessment of learning needs of patient/care giver. 

• Fulfills all organizational requirements. 

• Completes all required learning relevant to the role. 

• Complies with and maintains knowledge of all relevant laws, regulation, policies, procedures and standards. 

• Fosters a culture of improvement, efficiency and innovative thinking. 

• Performs other duties as assigned. 

Qualifications

Required 

Education 

• Bachelor’s Degree in Business or related field 

Experience 

• 4 years of relevant contract work experience in supply chain or a purchasing function in area of specialty; must have knowledge of products/services used in area of specialty, healthcare, or related areas 

License/Certification/Registration 

• n/a 

Preferred 

Education 

• Bachelor’s Degree in Business or related field and continuing education credits in materials management/supply chain or healthcare 

Experience 

• 8 years of progressive experience or same experience from another healthcare provider with comprehensive vendor and product/services knowledge in healthcare or related areas 

License/Certification/Registration  

• Post-Bachelorette Certificate in Paralegal Studies (for Purchased Services)  

Additional Requirements (must be obtained or completed within a period of time): 

• Valid driver’s license, relevant computer skills, interpersonal skills, leadership skills 

Level to which this Job reports:  ​MGR​