Contracting Specialist

New Haven, CT
Mar 25, 2019

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

Summary:
Corporate Contracts Specialist, reporting to the Corporate Contracts Manager, Yale New Haven Health System (YNHHS), will be responsible for supply and equipment cost reduction through YNHHS competitive reviews, contract negotiations and other agreed upon strategies. This process includes appropriate use of required contract language and compliance requirements in the contractual documentation. Compilation of this YNHHS information, coordination of product trials, preparation of financial analysis, and user group review are required to negotiate consensus of all entities in a given solution and subsequent conversion and implementation plan for any product or service. All of this is accomplished in direct support of YNHHS and each entities' business plan. Gaining the agreement of all YNHHS facilities requires the Corporate Contracts Specialist to function autonomously in many cases, handling complex multiple tasks.

Responsible for collaborating with various levels of Hospital personnel (to include all entities within YNHHS) to explore alternatives and negotiate with vendors, contracts and agreements for the acquisition of various supplies and services such as Capital and Professional equipment, furnishings, projects, inventory and department supplies. This work will focus on standardization, reduced/stable pricing, adhering to appropriate Purchasing and Contracting policies and preparing contract documents that protect the interest of all of the YNHHS entities.

Responsibilities:
  • 1. Working with senior clinical and administrative leadership at all YNHHS entities, a Corporate Contracts Specialist may perform any or all of the following duties to facilitate the acquisition and contracting of goods and services for all entities of YNHHS.
  • 2. Working with clinical and administrative leadership, coordinate the activities of one or more Clinical Evaluation Committees (CECs) performing non-salary expense analysis, generating cost reduction initiatives for all of YNHHS, coordinating bid processes, conducting detailed analyses of bid options, negotiating contracts to promote product standardization, and expense reduction. Corporate Contracts Specialist is responsible for generating cost reduction ideas for CEC review by all entities. This includes compiling present spending data for each institution, researching various options for cost savings of those products. Corporate Contracts Specialist prepares a separate cost/value analysis for each entity as well as for the system as a whole. This analysis details the present usage/costs as compared with the potential for reducing those costs as a result of change. Included in this analysis are non-financial factors that will influence the decision. Ultimately work to achieve agreement amongst the representatives of all entities as to strategy for purchase, contract terms, and implementation within each entity for a particular product group.
  • 3. Administer the Capital Equipment negotiation and acquisition process for all entities of YNHHS. Assure the utilization of GPO contracts as appropriate, utilize the Capital Intelligence System (eg, MDB, ECRI) for benchmarking and industry equipment information, access the internal budgeting systems for information, and leverage the volume of the YNHHS capital needs to obtain the greatest value for all institutions.
  • 4. Corporate Contracts Specialist must be able to maintain a high tolerance for the changing environments and differing cultures at each site and be able to incorporate those site-specific changes and ambiguities into the overall project negotiation and implementation plan for the system as a whole, redirecting the project as needed. The Corporate Contracts Specialist must work autonomously as appropriate, but also understand the appropriate time to escalate within the Supply Chain organization as well as within the YNHHS entities.
  • 5. Responsible for developing a formal Request for Proposal (RFP) that fulfills the requirements and incorporates all input from the professional end users throughout YNHHS. Solicit, analyze and award contracts to vendors using RFP process and in conjunction with overall YNHHS procedures and guidelines.
  • 6. The Corporate Contracts Specialist may interact with physicians individually or in groups as directed by the site representatives, at all institutions to seek information to include in the formal RFP process, to explain the available savings, or to assist in the organization of a trial of the products under review.
  • 7. Corporate Contracts Specialist facilitates the negotiation process individually with vendors or with a team of representative users to achieve the preferred financial results as well as the desired terms and conditions needed by each institution.
  • 8. Maintain comprehensive contract files in the Contract Tracking Database (eg, Tractmanager) and in the Materials Management Information System (eg, Lawson) in accordance with overall YNHHS procedures.
  • 9. Responsible for ongoing management of all contracts assigned in their area of responsibility. Responsible for maintaining System vendor relationships, monitoring contract compliance and responding to service level issues as identified by the entities of YNHHS.
  • 10. Facilitates the implementation of new products at each site so as to enable continuity of purchasing ability throughout the YNHHS.
  • 11. Review, monitor and make comparisons of national, regional and local contracts (VHA/Novation/DNS, etc.) to determine and ensure value to YNHHS and its affiliates.
  • 12. Responsible for supply chain savings targets, standardization initiatives and other YNHHS and Hospital business plan initiatives as agreed upon annually in the form of personal goals.
  • 13. Follow all Corporate Compliance guidelines and Patient Confidentiality guidelines. Maintains the confidentiality of pricing among vendors and other outside parties.

    Other information:

    EDUCATION:

    Bachelor's degree in related area preferred.

    EXPERIENCE:

    Minimum of three-five years experience in Supply Chain Management, preferably within healthcare. Experience collaborating with various levels of personnel to explore alternatives for the acquisition of various supplies and services such as Capital and Professional equipment, furnishings, projects, inventory and department supplies. Experience with contracts, agreements and negotiating with vendors.

    Other important skills include computer literacy and organization time management. Knowledge of computer software including Microsoft Word, Excel, and Power Point.

    SPECIAL_SKILLS:

    Strong time management & organization skills. Knowledge of computer software including Microsoft Word, Excel and PowerPoint.
    ACCOUNTABILITY:

    COMPLEXITY:

    PHYSICAL_DEMAND:

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    Job Info

    Job: 6257

    Department: Corporate Contracting
    Category: Supply/procurement
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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