Contract Specialist

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Contract Specialist

The University of Miami/UHealth department of Supply Chain has an exciting opportunity for a Full Time Contract Specialist to work at in Hialeah, FL. The Contract Specialist assists in the preparation of contractual provisions and the administration of contract proposals to ensure compliance while evaluating contract compliance and advises others on contractual rights and obligations. The incumbent participates in the development and fulfillment of contract requirements in the purchase or sale/delivery of equipment, materials, products or services.

CORE JOB FUNCTIONS                                                                                                        

• Assists in the preparation of contractual provisions and the administration of contract proposals.

• Helps senior contract specialists to prepare bids and negotiate specifications with suppliers, partners or customers.

• Participates in the development and fulfillment of contract requirements in the purchase or sale/delivery of equipment, materials, products or services.

• Evaluates contract compliance and advises others on contractual rights and obligations.

• Requests or approves amendments to contract terms or contract extensions.

• Reviews new and/or continuing contract and service agreements to ensure the terms comply with legal guidelines, contracting principles, and cost constraints.

• Researches federal, state, and local laws and requirements and their effect on bids, agreements, and contracts.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

The Contract Specialist manages the day-to-day administrative activities of the Contract Administration department, tracks agreements through the request-to-signature lifecycle and provides reporting to the Director, Contract Administration regarding agreement status and other key information. Key responsibilities include:

• Participates in the coordination and execution of agreements for the Contract Administration team. Interfaces by phone and email with internal clients at all levels of the organization across the UM enterprise, as well as external parties, on a daily basis. Conducts preliminary review of, summarizes and disseminates contract submissions and requests for information to Contract Administration team.

• Prior to routing contract for signature to University’s signatories, prepares summary of the agreement and salient terms.

• Researches transactional history in order to achieve current goals and respond to internal client inquiries.

• Assists with drafting contract documents and executive summaries as needed.

• Supports the assignment of contracts to other Contract Administration staff in consultation with the Executive Director and Directors.

• Provides customer service to internal clients and external parties, ensuring timely and accurate responses to inquiries.

• Advises on the creation of procedures to improve efficiency and effectively achieve department goals and participates in process improvement projects from time-to-time.

• Adheres to University and departmental policies and procedures and safeguards University’s interests.

• Creates, organizes, and manages electronic files.  Maintains spreadsheets and databases for contract files.

• Maintains integrity of data in the University’s contract management system and files correspondence and documents into contract files.

• Ensures contracts are signed by appropriate parties.

• Prepares reports and documentation for departmental meetings as needed.

• Schedules and attends meetings as needed.

• Handles administrative tasks and responds to internal and external correspondence.

• Maintains strict confidentiality of the University’s contracting activities.

• Successful candidate will be a dependable, highly motivated and energetic self-starter, who has both the ability to work independently and exercise judgment with minimal supervision and is able to work collaboratively as part of the team.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                       

• Bachelor’s degree in relevant field

• Minimum 1 years of relevant experience 2 years of relevant experience, preferred

Knowledge, Skills and Attitudes

• Strong customer service orientation

• Ability to clearly and effectively communicate with internal clients and external parties

• Strong organizational skills with ability to multi-task

• Detail-oriented with strong commitment to work quality and accuracy

• Strong MS Office (Excel, Word, and Outlook) and Adobe Acrobat skills

• Strong English and grammar skills both written and oral

• Ability to work under pressure and within time constraints

• Previous experience in a similar position preferred

• Possess strong analytical and organizational skills

• Skill in collecting, organizing, and analyzing data

• Ability to recognize, analyze, and solve a variety of problems

• Be detail-oriented

• Ability to exercise sound judgment in making critical decisions

• Demonstrates familiarity with artificial intelligence (AI) tools relevant to contract administration; proficiency preferred.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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