Contract Specialist

POSITION

DESCRIPTION

JOB

TITLE & CODE:
Contract Specialist (60415)

DEPARTMENT:
WVUHS Procurement

REPORTS TO:
Director

FLSA STATUS:
Exempt

POSITION

SUMMARY : Manage

an assigned portfolio of procurement contracts for the West Virginia United

Health System (WVUHS). Analyzes data to identify cost reduction and IDN

aggregation opportunities within their assigned commodity portfolio,

coordinate bid/RFQ projects, and makes purchase awards for their assigned

portfolio. Assures purchasing

decisions meet WVUHS Procurement and Legal policies and procedures. Develops

financial analyses that quantify the cost impact of Group Purchasing Organization

(GPO) contract offerings and locally negotiated opportunities. Performs data

maintenance around pricing and other contract components within the Lawson

ERP, SharePoint, and other systems utilized by Procurement.

MINIMUM

QUALIFICATIONS :
EDUCATION, CERTIFICATION, AND/OR

LICENSURE:
1.

Bachelor’s degree is required.

EXPERIENCE:
1.

Two years’ experience related

experience in financial analysis and vendor management required

PREFERRED

QUALIFICATIONS :
EDUCATION, CERTIFICATION, AND/OR

LICENSURE:
1.

Bachelor’s Degree in Industrial Engineering,

Supply Chain Management or Business Administration preferred

EXPERIENCE:
1.

Experience in healthcare

environment preferred

CORE DUTIES AND RESPONSIBILITIES: The

statements described here are intended to describe the general nature of work

being performed by people assigned to this position. They are not intended to be constructed as

an exhaustive list of all responsibilities and duties. Other duties may be assigned.

1.

Manage

an assigned portfolio of procurement contracts (GPO and locally negotiated)

to assure that all contracts are reviewed and appropriate action taken prior

to contract expiration date. Maintains expertise of GPO portfolio and assists

the Contract Agent(s )

with GPO liaison responsibilities for assigned contract

grouping. Analyzes spend data (from a variety of Lawson, GPO, and vendor

sources), vendor contract offerings, and product bundling opportunities to

identify cost savings and IDN aggregation opportunities.

2.

Develops

financial analyses that identify cost savings opportunities (both GPO and

locally negotiated) and guide decision making for assigned portfolio of

contracts. Coordinates with Value Analysis representatives and departmental

personnel across WVUHS facilities and prepares cost analyses needed to make

effective product decisions.

3.

Under

the Lead Contract Agent(s) supervision, the incumbent performs all tasks

related to issuing bids/RFQs, analyzing bid responses, developing financial

analyses, collaborating with requisitioning department(s) to determine vendor

selection, developing purchase agreements, and issuing final purchase orders.

While the Contract Agent(s) are responsible for leading high level,

system-wide RFP projects, the Contracting Specialist is responsible for

straightforward commodities and bid projects normally handled through an RFQ

process. Such projects are generally limited to dollar amounts (less than

$750,000) and/or bid projects that can be handled without a structured

procurement team process.

4.

Updates

data within the Lawson ERP, SharePoint, and other IT systems utilized by

Procurement to maintain pricing and other contracting components in an

accurate, current manner. Coordinates with the Lead Contract Agent(s) to

identify data maintenance tasks, maintenance frequency, QA reports, and other

data maintenance requirements necessary for managing the contract data

related to the assigned portfolio of contracts.

5.

Coordinates

with the Lead Contract Agent(s) to assure that IT systems are configured and

operating in such a manner as to assure a high level of efficiency and

customer satisfaction. Assist with the training of Buyers and other

Procurement staff in the use of the Lawson procurement application

6.

Assists

the Lead Contract Agent(s) in monitoring vendor performance and develops

vendor partnerships to maximize cost savings and service levels for WVUHS.

7.

Coordinates

with the Lead Contract Agent(s) to develop a timeline for bidding and

contracting projects throughout the year. Develops strong working

relationships with key departmental users for assigned contract portfolio.

Meets periodically with departmental contacts identify contracting projects

and to proactively develop timeframes necessary to meet contracting

objectives.

8.

Maintains

working knowledge of the “ req to check” process and

is able to process purchase orders, utilize EDI technology, resolve ordering

discrepancies with vendors, resolve pricing discrepancies with Accounts

Payable, provide customer service support, etc.

9.

Must

possess excellent written and verbal communication skills in order to

interact effectively with hospital staff and vendor representatives at all

levels across WVUHS. Must possess political sensitivity in order to navigate

through the different cultures and organizational priorities associated with

a multi-hospital health system environment. Must possess excellent

organizational skills to effectively manage multiple contracting priorities

while providing for customer service needs.

10.

Must

maintain proficiency in the use of MS Word, Excel and Outlook.

11.

Supports

Lead Contract Agent(s), Contract Agents, Buyers, and other personnel as

necessary to maintain operations during periods of staff shortages.

12.

Assures

that Purchase Orders are issued within timeframes as established in the

quality assurance program.

13.

Travels

among WVUHS facilities to provide needed support.

PHYSICAL REQUIREMENTS: The

physical demands described here are representative of those that must be met

by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities

to perform the essential functions.

1.

Occasionally

lifts up to 15 lbs.

2.

Sits for

prolonged periods

WORKING ENVIRONMENT: The work

environment characteristics described here are representative of those an

employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities

to perform the essential functions.

1.

Travels

among WVUHS facilities

2.

Standard

office environment

SKILLS AND ABILITIES:
1.

Excellent

communication and interpersonal skills. Ability to work effectively with

staff at all levels across WVUHS facilities and vendor representatives across

a variety of organizations.

2.

Excellent

analytical skills and the ability to develop supply chain financial analyses.

3.

Working

knowledge of Enterprise Resource Planning (ERP) Systems in the healthcare

environment (Lawson preferred).

4.

Working

knowledge base in sourcing, contracting, and general purchasing practices.

Date Reviewed/Revised: April 2016