Healthcare Contracts Specialist

Job Posting Title:

Healthcare Contracts Specialist

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

Dell Medical School is seeking a Healthcare Contract Specialist.

Purpose

Supports Dell Medical School stakeholders throughout the contract lifecycle. Working independently under general supervision, the position reviews, drafts, revises, and negotiates standard and moderately complex agreements within established University and Dell Medical School standards; coordinates review of complex, non-standard, or legally interpretive matters with the Dell Medical School Healthcare Contracts Manager; maintains contract records and reporting; and provides guidance to departmental personnel. The role applies practical contracting knowledge, exercises judgment within defined parameters, and contributes to team objectives through accurate, timely, and customer-focused contract support. 

Responsibilities

Contract Intake, Drafting, Review, and Negotiation

• Supports intake and processing for a variety of agreements, including business associate agreements, revenue-generating agreements, software purchase agreements, equipment agreements, services agreements, clinical affiliation and rotation agreements, physician and professional services agreements, and agreements involving protected health information consistent with HIPAA.
• Reviews, drafts, revises, and negotiates standard and moderately complex service agreements, statements of work, non-disclosure agreements, data use agreements, amendments, and related documents in accordance with established University and Dell Medical School contracting standards and policies.
• Reviews agreements for conformity with the Rules and Regulations of the Board of Regents, UT System and UT Austin policy, and applicable State of Texas and federal requirements.
• Identifies deviations from approved positions, ensures required modifications are incorporated, and coordinates review of complex or non-standard agreements with the Dell Medical School Healthcare Contracts Manager.
• Identifies business and operational implications of proposed terms and escalates questions requiring legal interpretation.

Contract Administration and Lifecycle Management

• Coordinates contract routing for review, approval, and signature; distributes executed agreements; and confirms required records are complete and accessible.
• Maintains accurate contract data in the contract management system and organized filing systems for agreements and related documentation.
• Tracks contract status, key dates, deadlines, renewals, expirations, and terminations; provides advance notice to responsible departments and facilitates timely follow-up.
• Prepares routine and ad hoc reports on contract activity, status, and upcoming deadlines.
• Supports audits and compliance reviews by retrieving, validating, and organizing contract records and related documentation.

Stakeholder and Vendor Communication

• Corresponds with vendors and Dell Medical School personnel regarding contract requirements, status, approvals, terms, and next steps.
• Communicates the University's standard positions and required provisions and facilitates resolution of routine contract issues.
• Provides clear, timely information regarding submitted agreements, required documentation and approvals, and final negotiated terms.
• Builds effective working relationships with internal partners, including legal, supply chain, finance, compliance, and clinical departments, to support efficient contract processing.
• Escalates delays, disputed terms, or other issues to the appropriate contracts or legal personnel.

Training, Guidance, and Process Improvement

• Provides training and written guidance to Dell Medical School personnel on University, UT System, Board of Regents, and State of Texas contracting and procurement processes and procedures.
• Serves as a resource to departmental and team members on contracting practices, intake requirements, documentation standards, and use of contract management tools.
• Develops and revises procedures, templates, and guidance documents related to the Dell Medical School contracts process.
• Participates in process improvement initiatives to strengthen contract workflow efficiency, recordkeeping, reporting, and customer service.

Compliance, Confidentiality, and Other Responsibilities

• Maintains confidentiality and protects sensitive contract, business, and health information.
• Consistently adheres to contract and document tracking requirements, internal controls, and reporting structures.
• Maintains required knowledge through mandatory and continuing education and supports department goals.
• Performs other related functions as assigned.

MARGINAL OR PERIODIC FUNCTIONS:

• Assists with contract audits and special projects by compiling documentation and responding to information requests.
• Supports updates to contract templates, procedures, training materials, and guidance documents.
• Provides backup support to contracts team members during absences or peak workload periods.
• Coordinates logistics and materials for contract-related training sessions as needed.

Other duties as identified by department

KNOWLEDGE/SKILLS/ABILITIES

Contract Knowledge and Regulatory Compliance

• Practical knowledge of contract lifecycle processes and standard contracting principles. 
• Ability to review, draft, revise, and negotiate standard and moderately complex agreements within established standards and approved positions. 
• Ability to interpret and apply relevant policies and requirements and recognize when issues require escalation. 
• Ability to maintain confidentiality and exercise sound judgment within defined parameters. 

 Analysis, Problem-Solving, and Attention to Detail

• Ability to identify contract issues, evaluate information, and recommend solutions for routine and moderately complex matters. High attention to detail and the ability to maintain complete, accurate contract records, tracking data, calendars, and reports.
• Ability to review documents for consistency, completeness, and conformity with established requirements.

Organization and Workload Management

• Strong organizational and prioritization skills, with the ability to manage multiple requests, competing priorities, and deadlines without compromising accuracy.
• Ability to coordinate contract routing, approvals, follow-up, renewals, expirations, and related workflows efficiently.
• Ability to work independently under general supervision and seek guidance on complex or unfamiliar matters. 

Communication and Customer Service

• Excellent written, verbal, interpersonal, and customer service skills, including the ability to communicate clearly with internal stakeholders and external vendors.
• Ability to explain contract processes, requirements, status, and standard positions clearly and succinctly to audiences with varying levels of contracting knowledge.
• Ability to handle pressure and difficult situations while maintaining a professional, responsive, and service-oriented approach.

Collaboration, Technology, and Professional Effectiveness

• Ability to work effectively as both a self-starter and a collaborative team member across legal, supply chain, finance, compliance, clinical, and administrative functions.
• Proficiency with Microsoft Office products and the ability to use contract management, electronic signature, document editing, and enterprise systems.
• Integrity, professionalism, adaptability, follow-through, and a strong commitment to continuous improvement and excellent customer service.

REQUIRED QUALIFICATIONS

• Bachelor's degree from an accredited college or university with a major in business or a related field.
• At least two years of experience reviewing, analyzing, drafting, negotiating, or administering contracts in a law office, higher education, healthcare, procurement, compliance, or general business environment.
• Proficient with Microsoft Office Products.
• Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS

• Contract administration experience at a Texas institution of higher education.
• Experience with healthcare-specific agreements common to an academic medical center, including agreements involving protected health information.
• Experience with contract management software, including JAGGAER Contracts+, and DocuSign.
• Experience in a law office or general business environment reviewing, analyzing, drafting, or negotiating contracts.
• Certified Contract Manager or comparable contract management certification.
• HIPAA or healthcare compliance training or certification.

Salary Range

$68,000+ depending on qualifications

Working Conditions: Work within standard office conditions.  Repetitive use of a keyboard at workstation is required.  Conversing on the phone throughout the day.  Climbing stairs as required. Ability to work with a scanner, and copier throughout the day.  Lift, carry and file paper files. Use of manual dexterity. Security and confidentiality sensitivity. Criminal background check will be conducted. Continuously work with a high volume of contracts and under pressure of deadlines. Working more than forty hours per week may be required. Work in shared office space with noise and other distractions.  This position may include remote work. Travel Required: Less than 5%.

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.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.