Contract Specialist

New Haven, CT
Jul 12, 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:
Contract Specialist, reporting to the Strategic Sourcing Manager, 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 facilitates requires the Contract Specialist to function autonomously in many cases, handling multiple complex tasks.
Responsible for collaborating with various levels of Hospital personnel (to include all entities within YNHHS) to explore alternatives and negotiate with vendors, contract and agreements for the acquisition of various supplies and services such as Capital and professional equipment, furnishing, projects, inventory, and department supplies. This work will focus on standardization, reduced/stable pricing, adhering to appropriate Corporate Supply Chain (CSC) 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 Contract Specialist may perform and 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, perform 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. Contract Specialist is responsible for generating cost reduction ideas for CGC/NGC/OGC review by all entities. This includes compiling present spending data for each institution, researching various options for cost savings of those products. Contract 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 negation and acquisition process for all entities of YNHHS. Assure the utilization of GPO contracts as appropriate, utilize capital benchmarking systems (such as 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. Ability to navigate 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 Contract 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 Contract 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 trail for the products under review.
  • 7. Contract Specialist facilitates the negotiation process individually with vendors or with a team of representative users to achieve the preferred final results as well as the desired terms and conditions needed by each institution.
  • 8. Maintain comprehensive contract files in the Infor Contract Manager system 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 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 (or equivalent) required in Finance, Business, Materials Management or related field, or actively pursuing a degree to be completed in a reasonable timeframe

    EXPERIENCE:

    Minimum of 4 years of 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, furnishing, projects, inventory and department supplies. Experience with contracts, agreements and negotiating with vendors.

    LICENSURE:

    CMRP designation or equivalent & relevant professional certification (Six Sigma, APICS CPIM or CSCP, etc.) preferred

    SPECIAL_SKILLS:

    Excellent communication skills (written, oral and presentation). Ability to work independently. Problem solving skills. Effective time management skills. High level of aptitude in spreadsheet, databases, and electronic commerce. Ability to facilitate cross-functional work teams. Knowledge of computer software including Microsoft Word, Excel, and PowerPoint required and familiarity with an Enterprise Resource Planning (ERP) system preferred.
    ACCOUNTABILITY:

    Proactive in problem solving, team development, adding value and removing waste in the contracting process, and self-development. The Contract Specialist may be required to train and/or direct the work of others staff assigned to the department under the direction of the Strategic Sourcing Manager. Promotes positive thinking avoids negative attitudes. Strives to be a positive reflection of the Strategic Sourcing Department. Actively promotes the mission, vision and goals of the Strategic Sourcing Department. Interacts and performs daily working being: honest, trustful, consistent, trustworthy, principled open and fair.
    COMPLEXITY:

    Must be able to maintain a high level tolerance for changing environments. Supports in establishing and implementing changes in departmental policies or procedures
    PHYSICAL_DEMAND:

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    Job Info

    Job: 10737

    Department: CSC Strategic Sourcing
    Category: Supply/procurement
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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