Healthcare Contracts Specialist

Job Description

Job Description

GENERAL NOTES

Dell Medical School is seeking a Healthcare Contracts Specialist.

This is a state funded position with an end date of August 31st, 2027, renewable based on availability of funding, work performance, and progress towards goals.

JOB SUMMARY

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 Contracts Manager, the Healthcare Contracts Specialist works closely with legal staff, supply chain, finance, compliance, and clinical departments. 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.

ESSENTIAL JOB FUNCTIONS:

Contract Lifecycle Management

• Prepares, formats, and edits contract documents under the direction of 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.

Internal and External Communication

• 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.

Contract Databases and Logs

• 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 current accessible.

Compliance and Policy Adherence

• 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.

General Administrative Support

• 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.

Contracts Renewals and Expirations

• 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.

Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS:

• Assists with contract audits by compiling documentation and responding to audit requests from internal or external reviewers.
• Supports contract template updates by formatting new versions and distributing them to stakeholders.
• Participates in process improvement initiatives related to contract workflow efficiency or document management.
• Coordinates logistics for contract-related training sessions, including scheduling, materials preparation, and attendance tracking.
• Provides backup support to other administrative staff during absences or peak workload periods.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES:

• Ability to use time effectively and efficiently; must possess strong prioritization skills to spend time on what’s important; can quickly zero-in on the critical few and puts the trivial many aside.
• Must possess excellent organization skills to support contract tasks by urgency and deadlines to avoid delays, flagging time-sensitive agreements for expedited processing.
• Ability to manage multiple requests without compromising accuracy.
• Ability to maintain accurate calendars and reminders for contract renewals and expirations.
• Ability to allocate time appropriately for data entry, document review, and stakeholder follow-up.
• Ability to avoid bottlenecks by proactively managing workload.
• Demonstrated attention to detail, being thorough in accomplishing tasks through concern for all areas involved, no matter how small.

• Ability to marshal resources (people, funding, material, support) to get things done; ability to orchestrate multiple activities at once.
• Ability to maintain well-structured digital and physical filing systems.
• Ability to coordinate contract routing and approval workflows efficiently.
• Must possess strong written and interpersonal communication skills along with the ability to communicate with all levels of the organization.
• Ability to write clearly and succinctly in a variety of communication settings and styles.
• Demonstrated ability to work effectively in a team-oriented environment.
• Capable of working independently.
• Must work with integrity and professionalism.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a Associate's Degree in Business Administration, Legal Studies, or a related field of study with at least 2 year(s) of experience in administrative work experience, including at least 1 year supporting contract management, legal procurement, or compliance functions in a healthcare, legal, or corporate setting. Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS:

Bachelor's Degree in Business Administration, Legal Studies, Healthcare Administration, or a related field of study with at least 3 year(s) of experience in healthcare or legal administrative support role, with direct exposure to contract lifecycle processes, document management systems, and regulatory compliance.

LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED:

• None specified.

PREFERRED:

• 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

$51,027 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT:

• 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

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

Important   for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.