Healthcare Contracts Specialist

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Job Posting Title : Healthcare Contracts Specialist

Hiring Department : Dell Medical School

Position Open To : All Applicants

Weekly Scheduled Hours : 40

FLSA Status : Non-Exempt

Earliest Start Date : Immediately

Position Duration : Expected to Continue

Location : AUSTIN, TX

Job Details : Purpose

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.

Responsibilities :

• 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 and 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.

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.

Required Qualifications :

High School graduation or GED and 5 years of administrative work experience; OR

Associate's degree in Business Administration, Legal Studies, or a related field of study. and three (3) 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 :

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 : $50,000+ depending on qualifications

Working Conditions :

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

Equal Opportunity Employer : The University of Texas at Austin, as an equal opportunity / affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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