Contract Administrator

Overview:

Employer Paid Medical, Dental & Vision premiums for you and your family!

 

Definition of Position:

The Contract Administrator is responsible for the administration, coordination, and ongoing management of the organization’s contract management program and contract lifecycle management system. This position serves as the central coordinator for contract intake, routing, review, approvals, execution, renewals, and record maintenance to ensure contracts move efficiently through established organizational processes.

Reporting to the Senior Director of Business Services, the Contract Administrator works closely with the Quality department, organizational leaders, Legal Counsel, and other key stakeholders to ensure contracts are appropriately routed, documented, tracked, and maintained.

This position is not responsible for providing legal advice, interpreting legal terms, or determining the legal acceptability of contract language. The Contract Administrator manages and facilitates the contract workflow, ensuring contracts are routed to the appropriate subject matter experts, leaders, and Legal Counsel when review or interpretation is required.

A key responsibility of this role will be supporting the development and implementation of a new contract management system. The Contract Administrator will help establish standardized workflows and processes, coordinate implementation, migrate existing contract information, support user training, and ultimately serve as the primary administrator and subject matter expert for the contract management system and associated workflows.

Responsibilities:

Contract Administration & Workflow Management

· Manage the organization’s contract management system and serve as the primary point of contact for contract workflow and administrative processes.

· Coordinate the contract lifecycle from initial submission through appropriate review, approval, execution, renewal, amendment, and termination.

· Facilitate the routing of contracts to appropriate organizational stakeholders, including Quality, Legal Counsel, Finance, leadership, and other subject matter experts as applicable.

· Ensure contracts are appropriately entered into the contract management system with complete and accurate administrative information.

· Maintain a centralized and organized repository of contracts, amendments, supporting documentation, and related records.

· Review contract submissions for administrative completeness and ensure required documentation and approvals are obtained.

· Coordinate contract review with Quality, Business Services, Finance, Legal Counsel, department leadership, and other appropriate stakeholders.

· Facilitate the contract review process without providing legal advice or independently interpreting or approving legal contract terms.

· Escalate questions regarding contract language, legal obligations, regulatory requirements, or risk to the appropriate subject matter expert or Legal Counsel.

· Track contract expiration dates, renewal deadlines, notice requirements, and other key contractual milestones.

· Proactively communicate upcoming renewals, expirations, and required actions to responsible leaders.

· Assist departments with contract submission requirements, workflows, processes, and system use.

· Maintain appropriate documentation and audit trails throughout the contract lifecycle.

 

Contract Management System Implementation

· Serve as a key operational lead in the selection, development, configuration, and implementation of a new contract management system.

· Partner with leadership, Quality, IT, Legal Counsel, vendors, and other stakeholders to identify system and workflow requirements.

· Assist in designing standardized contract intake, routing, review, approval, renewal, and reporting workflows.

· Coordinate the transition and migration of existing contracts and contract data into the new system.

· Validate migrated contract information for accuracy and completeness.

· Develop system procedures, workflows, reference materials, and user guidance.

· Coordinate system testing and assist with identifying and resolving implementation issues.

· Provide training and ongoing support to employees and leaders utilizing the contract management system.

· Serve as the primary system administrator following implementation, including maintaining users, workflows, templates, notifications, and other system configurations.

· Identify opportunities to improve system functionality and contract management processes over time.

Quality, Compliance & Process Improvement

· Work closely with the Quality department to ensure contracts follow established organizational processes and are routed for appropriate quality, regulatory, compliance, and accreditation review when applicable.

· Support consistent contract intake, routing, approval, and documentation standards across the organization.

· Assist with contract-related documentation needed for audits, surveys, regulatory reviews, and other compliance activities.

· Monitor contract records for completeness and identify missing, outdated, or inconsistent information.

· Develop and maintain contract administration procedures and standardized workflows.

· Identify opportunities to streamline contract workflows, reduce administrative risk, and improve organizational visibility into contract status and obligations.

· Generate reports and dashboards related to contract status, renewals, expirations, outstanding actions, and other key metrics.

· Support leadership with contract-related reporting and information as requested.

 

Risk Management

· Facilitate the routing of contracts to appropriate organizational stakeholders, including Quality, Legal Counsel, Finance, leadership, and other subject matter experts as applicable.

· Coordinate contract review with Quality, Business Services, Finance, Legal Counsel, department leadership, and other appropriate stakeholders.

· Partner with leadership, Quality, IT, Legal Counsel, vendors, and other stakeholders to identify system and workflow requirements.

· Work closely with the Quality department to ensure contracts follow established organizational processes and are routed for appropriate quality, regulatory, compliance, and accreditation review when applicable.

 

 

Scope of Role

The Contract Administrator is responsible for managing the process, system, documentation, and workflow associated with organizational contracts. The position does not serve as Legal Counsel or as the final authority regarding contractual terms.

Questions requiring legal interpretation, negotiation of legal terms, assessment of legal risk, or determination of contractual acceptability will be referred to Legal Counsel or the appropriate organizational subject matter expert.

The Contract Administrator is responsible for ensuring those reviews occur, documenting the appropriate approvals, and moving the contract through the established workflow.

 

Knowledge, Skills & Abilities

· Strong organizational and project coordination skills with exceptional attention to detail.

· Ability to manage multiple contracts, deadlines, workflows, and priorities simultaneously.

· Ability to learn, administer, and support technology-based contract management systems.

· Strong analytical and problem-solving skills.

· Ability to develop and implement standardized processes and workflows.

· Strong written and verbal communication skills.

· Ability to work collaboratively with leaders and departments across the organization.

· Ability to handle confidential and sensitive business information appropriately.

· Strong computer skills, including Microsoft Office applications and database or document management systems.

· Ability to recognize when contractual questions require escalation to Legal Counsel or another subject matter expert.

· Ability to independently manage projects and assignments through completion.

 

Additionally:

· The employee supports the hospital mission, vision, values, policies, and procedures.

· Participates in required education for DNV programs as applicable to position (reference program education curriculum).

· Performs other related duties as assigned.

Qualifications:

Education

 

Required: Associate degree in business administration, healthcare administration, legal studies, or a related field; equivalent combination of education and relevant experience may be considered.

 

Preferred: Bachelor’s degree in business administration, healthcare administration, legal studies, or a related field

 

Experience

 

Required: Two (2) years of experience in contract administration, business operations, compliance, quality, healthcare administration, project coordination, or a related field. Experience working with electronic document management, contract management, or similar business systems.

 

Preferred: Experience working in a healthcare environment. Experience with Workday Contract Management. Experience with contract lifecycle management systems. Experience supporting or leading implementation of a new software system or organizational workflow. Experience with regulatory, accreditation, compliance, or quality-related processes.

 

Key Relationships

 

The Contract Administrator works closely with the Senior Director of Business Services, Quality, Legal Counsel, Finance, Compliance, Risk Management, Information Technology, executive and department leadership, contract owners, and external vendors.

 

Success in This Role

Success in this position is demonstrated by maintaining an accurate and reliable centralized contract repository; ensuring contracts move efficiently through established review and approval workflows; ensuring the appropriate stakeholders and subject matter experts are engaged when necessary; proactively managing renewals and expirations; supporting organizational compliance and audit readiness; and successfully implementing and maintaining a contract management system that provides greater consistency, accountability, and visibility across the organization.

 

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Occasional walking, standing, bending, or lifting light office items (up to 25 pounds). Visual acuity to view computer screens and read detailed financial documents. Ability to communicate effectively in person, by phone, and electronically. May be required to move throughout the healthcare facility, including administrative and clinical areas.