Contracts Specialist

LOCATION: Asheville, NC / Remote

GENERAL STATEMENT OF JOB:

Vaya Health manages Medicaid and other publicly-funded health care services in a multi-county service area in North Carolina. Vaya's Contracts Team, within the Legal Department, is responsible for administration and oversight of the vendor management life cycle, including contracting. This position reports to the Vendor Management Director.

This position is part of a team that manages Vaya Health's provider and vendor contracts. Working closely with the Management Information Systems (MIS), Finance, and Provider Network Operations departments, the Contracts Team is responsible for managing the full cycle contracting process which includes; developing and implementing contract templates, distributing provider and vendor contracts, coordinating and tracking contract execution, ensuing data integrity, communicating with vendors and providers related to contracts, and storaging and tracking executed contracts.

The Contract Specialist's work will involve management of the storage and tracking of contract documentation and data in accord with Vaya's contractual and regulatory obligations, in addition to the coordination of the signatory process required for contract finalization. Beyond the administrative requirements of the position, the position will support the Vendor Management Director with managing vendor relations, and with deadline-driven reporting responsibilities, requiring critical thinking and the exercise of professional judgment. Most work will be driven by collaboration with work done by the Legal Team and Contract Managers, as well as the Vendor Management Director, and the ability to work with a team is critical to the position's responsibilities.

Note: This position requires access to and use of confidential healthcare information or protected health information (PHI) as described in laws addressing patient confidentiality, including, but not limited to, the federal HIPAA law, the Confidentiality of Alcohol and Substance Abuse Patient Records law, 42 CFR Part 2, and various state laws. As such, the individual filling this position shall be required to be trained regarding such laws and shall be required to observe those laws in his/her capacity as an employee of Vaya Health. The individual filling this position shall also sign a confidentiality statement as an employee of Vaya Health.

ESSENTIAL JOB FUNCTIONS:

Contract Life Cycle Support

• Distribute and track Vaya provider and vendor contracts.
• Manage the Contracts Team email inbox.
• Organize, store, and archive all Vaya contracts in paper format and/ or within the electronic contracts lifecyle management platform ("CLM") and SharePoint.
• Assist the Contracts Team in migrating data from its current contracts management system to the CLM.
• Using established templates, prepare agreements and amendments as requested by the Vendor Management Director or Sr. Associate General Counsel.
• Become familiar with how to use Vaya systems, including the CLM.
• Support the Contracts Team in coordinating user set-up and providing to Vaya employees and vendors technical assistance and training, as necessary, for the contract lifecycle platform.
• Enter contract set-up details within the Vaya electronic contract lifecycle platform for purposes of tracking the contract approval and execution process, as well data collected to support the management of Vendor relationships throughout the life of each Vendor contract.
• Assist in maintaining the integrity of provider and vendor data in Vaya's contract lifecycle platform and any other system in which such data is maintained.
• Maintain and update contracts tracker and spreadsheets.
• Coordinate and schedule meetings with vendors and providers for the Contracts Team and Legal Team, as needed.
• Assist the Vendor Management Director in preparing for presentation reports to Vaya's Leadership, Board of Directors, NCDHHS, and Vaya delegated subcontractor governance and delegaton oversight committees.

Vendor Monitoring and Relations and Reporting

• Process vendor registration forms within the CLM's vendor management relationship application.
• With direction from the Vendor Management Director, manage data collection and aggregation for reporting regarding contract status, content, and other data maintained within the Contracts Team's systems.
• Assist the Vendor Management Director with the onboarding, training, monitoring, and assessment of designated vendors and delegated subcontractors within the CLM.
• Update and maintain key performance indicators, service level agreements, and other contractual requirements in the CLM's vendor management relationship application.
• Monitor timeliness of documentation, submission and completion of reports, and other inputs by internal and external stakeholders in the CLM.
• Liaise with designated internal points of contact and/or vendor to input data and monitoring elements into the CLM's application.
• Track all monitoring cadences and related communications with delegated subcontractors within the CLM's vendor management relationship application.
• Serve as the Vendor Management Director's designee on assigned committees charged with oversight of delegated subcontractors (a subset of vendors), which will require participation in decision-making and follow through on vendor management deliverables, and follow-up reporting to the Vendor Management Director.
• As directed by the Vendor Management Director, colloborate with the External Review and Delegation Oversight Teams and designated internal points of contact for the vendors to ensure appropriate monitoring of the CLM and contract occurs.

Special Projects

• Work on assigned projects as needed to improve contract and vendor management activities, improve data integrity, contractor communications, and other projects that impact Vaya's contracting and vendor management functions.
• Colloborate with the Paralegal to provide support to the Legal and Contracts Teams, as needed.

Other Duties

QUALIFICATIONS & CREDENTIALING REQUIREMENTS:

A Bachelor's Degree in Business Administration or related field is required with 3 years of experience in procurement, contracting, business operations.

PHYSICAL REQUIREMENTS:

Person in this position is required to have close visual acuity to perform activities that includes viewing a computer terminal; and extensive reading. Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers. Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.

KNOWLEDGE OF JOB:

* Experience with or ability to quickly master a client relationship management/ vendor life cycle management software portal

* A demonstrated knowledge of departmental programs and practices/processes, with the ability to apply knowledge to resolve problems/inquiries in order to process information and complete assigned tasks.

* Strong team player who understands the role of the position, respects boundaries, welcomes collaboration, respectful of others, and demonstrates the ability to work harmoniously with a diverse workforce.

* Exceptional interpersonal and communication skills, and the ability to make prompt decisions based upon relevant facts and established processes.

* Problem solving and conflict resolution skills as required to balance the needs of both internal and external stakeholders.

* Detail oriented, with ability to independently organize multiple tasks and priorities, and to effectively manage workload under pressure of deadlines.

* Experience with data analysis preferred but not required.

* Solution-focused and committed to self-accountability.

* Critical thinking skills and the highest level of professional judgment will be needed for all aspects of the job, but particularly in relation to the vendor relationship management and oversight responsibilities associated with the position.

* Excellent time management skills, including the ability to manage competing priorities and to complete tasks in a timely and accurate manner.

* Highly productive and motivated individual who takes pride in a job well done.

* Proficiency in Microsoft Office products (such as Word, Excel, Outlook, etc.), SharePoint and DocuSign is required.

* Ability to learn and establish proficiency with an electronic contract lifecycle system that includes communications, tracking, and reporting functionality.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open until filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit http://www.vayahealth.com/careers-overview/ Ind.001

Vaya Health is an equal opportunity employer.