Contract Specialist

Location: Washington, District of Columbia
Date Posted: 07-25-2017
COMPANY PROFILE:
Howard University Hospital (HUH) is a private, non- profit institution recognized for its ground breaking research and teaching programs. HUH has a rich tradition of leadership and service dating back to 1862. Over the course of its 150 year history of providing the finest primary, secondary, and tertiary health care services, HUH has become one of the most comprehensive health care facilities in the Washington, DC metropolitan area and designated a DC Level 1 Trauma Center.
 
BENEFITS OFFERED:
Competitive pay, 403-B Savings (Howard contributes a sum equal to 6% of your pay from your date of hire.  Howard matches up to 2% of what you invest. Both Howard’s contributions and the contributions that you make to the plan are yours, and you are immediately vested 100%. Comprehensive medical and dental plans Prescription Drug Benefits. Discount on optical wear at the HUH Optical Shop, Pet Insurance, Wellness Rewards Program, Tuition remission for employees and dependents, Low-cost onsite parking, SmartTrip Commuter Transit and Parking Benefits, and more!

BASIC FUNCTION:
Position has primary responsibility for the operational procedure and process associated with contractual arrangements/agreements for goods and services procured by the Hospital.
 
DIMENSIONS:
Indeterminate.
 
NATURE AND SCOPE:
Interacts internally with, staff, department heads, Hospital and University officials.  Interacts externally with vendors and the general public.

PRINCIPAL ACCOUNTABILITIES:
  • Prepares documentation and legal draft of contracts/agreements, ensuring contract/agreement requirements are met, and works directly with Compliance Office and Office of General Counsel (OGC) to ensure contract/agreement language and requirements are appropriate and complies with Howard University and Hospital policies and procedures, and federal and state laws, and to resolve compliance issues.
  • Maintains confidentiality and protects sensitive data at all times, including patient information and proprietary information.
  • Coordinates work with various departments and serves as a liaison between HUH and vendors to oversee the intake, review and finalization of all contracts that bind the Hospital.
  • Maintains Hospital Contracts and systems to insure timely renegotiation and consistency of language/terms in order to provide maximum legal coverage.
  • Examines operational scope of contracts, working collaboratively with user departments to ensure compliance.
  • Serves as a consultant and educator to management and administrative staff relating to contract/agreement compliance requirements and issues.
  • Reviews and analyzes contracts not requiring legal review and identify language issues and/or concerns.
  • Coordinates review of issues list with management staff. Negotiates all required language changes and reviews final documents to ensure all changes are appropriately made. Prepares correspondence necessary to accomplish the finalization of contracts being processed.
  • Creates contract files, negotiates changes, coordinates full and final execution of all contract documents, maintains Master Contract Filing system, administration and maintenance of the Meditract Contract Management Database, to include; monitoring, follow-up and resolution of all renewal notifications; scan and adds all finalized contracts, amendments and insurance certificates to the database.
  • Monitors Contracts Administration e-mail and responds to customer inquiries in a professional, courteous and prompt manner no later than one business day after receipt of inquiry.
  • Maintains the highest degree of confidentiality with respect to information relating to business transactions and HUH employees, patients, guests, physicians, co-workers and vendors.
  • Assists in the preparation of training manuals and training documentation for on-going
  • contracts training, ensuring that manuals are updated appropriately with the newest
  • version of procedures.
  • Assists in the on-going contract training.
  • Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
  • Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
  • Participates in activities that promote adherence to federal healthcare program requirements. 
  • Actively participates in Health Sciences Compliance Program activities.
  • Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
  • Maintains confidentiality of patients, families, and staff.
  • Assumes other duties and responsibilities that are related and appropriate to the position and area.  The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
CORE COMPETENCIES:
  • Ability to handle and resolve complaints in a professional manner.
  • Ability to keep accurate and organized records.
  • Ability to research and prepare accurate reports.
  • Ability to handle and resolve complaints in a professional manner.
  • Competence in both oral and written English.
  • Ability to communicate effectively with outside vendors, HUH management and contract reviewing departments, both verbally and in writing.
  • Must be comfortable communicating instructions and process information to customers of all levels within the organization, including executive leaders.
  • Ability to effectively utilize computer word processing and spreadsheets software.
  • Ability to organize information, generate reports and maintain data regarding contracts and contract process requests in a database.
CARES CRITERIA
  • Must demonstrate collaboration; accountability; respect; excellence; and service.
  • Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
  • Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner.  The employee must function as a Steward (Have Ownership) of the
  • Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
  • Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient’s right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.
  • Anticipates the patient’s and student’s needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
  • Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
MINIMUM REQUIREMENTS:
  •  High School Diploma or equivalent and minimum of 5 years experience in an administrative or office support role. Experience in contracts administration is preferred.
  • Knowledge of and experience with computer word processing and spreadsheets software.
  • Must be able to read and interpret the underlying purpose of contractual agreements, including the concepts of offer and acceptance and bargained-for transaction.
  • Knowledge of the healthcare industry and of hospital purchasing practices, procedures and techniques is also desirable.
 Must be able to stand, walk, sit, lift (up to 25lbs), stoop, pull, reach, handle, write, file, speak, hear, see, calculate, edit, interpret and organize for extended periods of time.
 
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