Healthcare Contracts Specialist

Healthcare Contracts Specialist

The Healthcare Contracts Specialist provides essential administrative and clerical support to the Contracts function and is responsible for organizing, tracking, and maintaining contract documentation, coordinating contract workflows, and ensuring timely processing of agreements. Reporting to the Senior Finance Business Partner, the Healthcare Contracts Specialist works closely with clinical departments, legal staff, supply chain, finance, and compliance. The position requires strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced, highly regulated environment. The Healthcare Contracts Specialist plays a key role in supporting the contract lifecycle process, ensuring compliance with internal policies and external regulations, and facilitating communication between departments and external vendors.

The responsibilities of the Healthcare Contracts Specialist include:

• Prepares, formats, and edits contract documents in collaboration with the clinical departments and with the direction of finance, legal or contracts staff for clarity and consistency.
• Tracks contract status and deadlines using contract management software or spreadsheets.
• Maintains organized digital and physical contract files in accordance with institutional policies.
• Assists with routing contracts for review, approval, and signature.
• Ensures executed contracts are properly archived and accessible.
• Prepares summaries and reports on contract status.
• Reviews contracts for formatting, completeness, and compliance with templates.
• Communicates with internal stakeholders to gather required documentation or approvals.
• Responds to inquiries from vendors, legal counsel, and department staff regarding contract status.
• Schedules meetings and maintains calendars for contract-related discussions.
• Drafts professional emails, memos and routine correspondence and contract-related memos to internal and external stakeholders.
• Escalates issues or delays to appropriate personnel.
• Responds promptly to inquiries from departments and vendors.
• Meets the expectations and requirements of internal and external customers, building rapport with stakeholders to facilitate smooth communication.
• Provides clear guidance on contract processes and requirements.
• Enters contract data into tracking systems or databases, ensuring accuracy.
• Identifies discrepancies or missing documentation in contract data.
• Updates contract logs with key dates, terms, and renewal information.
• Generates standard reports on contract activity and status.
• Assists with data validation and cleanup to ensure accuracy.
• Supports audits by retrieving and organizing requested contract records.
• Maintains logs and databases that are current and accessible.
• Verifies that contracts meet institutional formatting and policy requirements.
• Flags missing or incomplete documentation for review.
• Supports compliance with HIPAA, Stark Law, Anti-Kickback Statute, and other applicable regulations.
• Participates in training on contract compliance and confidentiality.
• Maintains confidentiality of sensitive contract information.
• Orders office supplies and manages department filing systems.
• Prepares agendas, takes meeting minutes, and distributes follow-up items.
• Assists with onboarding of new staff or contractors.
• Supports special projects and process improvement initiatives.
• Monitors upcoming contract expirations and alerts responsible parties.
• Prepares renewal templates and assists with drafting updated terms.
• Coordinates with departments to confirm continued need for services.
• Tracks renewal approvals and ensures timely execution.
• Archives expired contracts per retention policies.

Required qualifications for the Healthcare Contracts Specialist include:

• Associate's degree in Business Administration, Legal Studies, or a related field of study.
• Two (2) years of administrative work experience, including at least 1 year supporting contract management, legal procurement, or compliance functions in a healthcare, legal, or corporate setting.

Preferred qualifications for the Healthcare Contracts Specialist include:

• Bachelor's degree in Business Administration, Legal Studies, Healthcare Administration, or a related field of study.
• Three (3) years of experience in a healthcare or legal administrative support role, with direct exposure to contract lifecycle processes, document management systems, and regulatory compliance.
• Certified Administrative Professional (CAP) offered by the International Association of Administrative Professionals (IAAP); demonstrates advanced administrative knowledge and skills
• Certified Contract Manager (CCM) offered by the National Contract Management Association (NCMA); beneficial for understanding contract lifecycle and compliance
• Notary Public Commission
• HIPAA Certification; demonstrates understanding of healthcare privacy and security regulations

Salary range for the Healthcare Contracts Specialist is $50,000 + depending on qualifications.

The working environment for the Healthcare Contracts Specialist includes:

• Standard office equipment
• Repetitive use of a keyboard
• Must be able to work in a hybrid environment as needed.
• May require occasional travel between administrative offices or healthcare facilities.
• Must be able to sit for extended periods and manage prolonged screen time.
• Requires use of contract management systems, document editing software, and enterprise resource planning (ERP) tools.

Required materials for the Healthcare Contracts Specialist include:

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest