Contract Administrator & Support Specialist

GENERAL PURPOSE OF JOB

The role of the Contract Administrator and Support Specialist is to provide administrative support to the Senior Director of Information Systems and Information Systems Staff. Administrative duties include purchase requests, invoice review, and timekeeping for the IS department. This position is also responsible for the maintenance, review and administration of all Information System contracts. This includes interfacing with vendors, internal and external legal departments and/or procurement/financial departments as required to maintain and manage IS contracts. Perform all other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES – Positions in this class may perform any or all of the below listed duties. These should be interpreted as examples of the work and are not necessarily all-inclusive.

• Maintains utmost level of confidentiality at all times.
• Adheres to hospital policies and procedures.
• Demonstrates business practices and personal actions that are ethical and adhere to corporate compliance and integrity guidelines. 
• Ability to handle multiple tasks simultaneously and attention to detail. 
• Ability and willingness to learn quickly and apply learning in a variety of circumstances.
• Administrative Duties:
  • Monitors incoming and outgoing correspondence.
  • Respond to visitors and callers courteously, professionally, and promptly.
  • Set-up meetings for the Senior Director of Information Systems, and other staff members.
  • Maintain the Senior Director of Information Systems’ calendars as well as the department’s calendar.
  • Make travel arrangements for the Senior Director of Information Systems and staff.
  • Maintain office supply inventory.
  • Enter and track all Supply Requisitions for IS Department.
  • Timekeeper for department.
  • Open, sort, and distribute mail.
  • Maintain and upkeep on–call schedules for the department. 
  • Compose and prepare correspondence and other documents such as presentations, forms, manuals, meeting notices, and check requests.
• Contract Management Duties:
  • Maintain contract management assistant for Information Systems department.       
  • Act as primary contact for and maintain all IS contracts including new contracts, addendums to contracts and maintenance/service agreements.
  • Review all IS related Contract Approval Forms (CAF) to ensure completeness and accuracy and facilitating the correction of any deficiencies in the CAF.
  • Ensure all appropriate sign off are obtained for all IS contracts in accordance with Driscoll policy
  • Interface with vendors, IS Leadership, internal/external legal departments and/or procurement/financial departments to manage IS contracts.
  • Manage and house all completed IS department contracts
• Other Duties:
  • Assist Senior Director of Information Systems with IS budget including creating and maintaining Capital Expense Requests and Capital and Operational budgets.
  • Review all IS invoices for accuracy and review with Senior Director of Information Systems

EDUCATION AND/OR EXPERIENCE - Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying.

• Bachelor’s degree from a four-year college or university
• One to two years related experience and/or training
• Or equivalent combination of education and experience