DescriptionPenn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?Entity : Corporate ServicesDepartment : Materials Management, Purchasing ContractLocation : Centre Square West Tower- 1500 Market StreetHours : M-F, 8AM - 5PM - RemoteThe Contract Administrator will manage the contracting process throughout the entire lifecycle. The Contract Admin will be the subject-matter-expert for the Contract Management process flow - from both a system and resource perspective – and is responsible for administration and maintaining the integrity of the Contract Management database.Specifically, the Contract Administrator will be responsible for:Managing the contract initiation through execution process, ensuring that contracts proposals are properly entered, reviewed, approved, signed and activated in accordance with Penn Medicine policy.Working in collaboration with various leaders and contracting staff across all UPHS entities, the contract administrator maintains the standards set forth for contracting accuracy and integrity.The contract administrator assures that performance metrics established for contracting system performance are documented and that established metrics are achieved. Responsible for auditing and analyzing the Contract Management database to uncover trends and problematic areas and work with leadership to devise improvement plansAccountabilitiesContract Approval Process Oversight
Serve as the subject-matter-expert in the contract Infor Process Automations (IPAs). Must have full understanding of the process and the work involved both inside and outside the system, and how the system supports the Penn Medicine Contract Management and Signatory Authority policies.
Evaluate contract proposals for accuracy and completeness and assign to the appropriate contracting resource for drafting and negotiation.
Validate fully executed contracts for proper system set-up and accurate data, add contracting lines in bulk via Infor Spreadsheet Designer (ISD), as needed, and activate the contract.
Monitor the various contracting queues to ensure contracts are moving through the process in a timely manner and communicate with the appropriate team member to expedite processing, if needed.
Provide customer support to all the parties involved in the contracting approval process, including Contract Administrators in other Departments, Contract Managers, Business Owners, Staff Attorneys, Legal System Administrators, and Approvers.
Contract Database Management
Prepares and uploads routine prices files, verifying accuracy to ensure UPHS will pay the correct amount and can effectively process orders for supplies and services.
Provides expertise in the overall contract management system setup, functionality, and the complex security model, and uses this knowledge to support and improve the overall process.
Monitor metrics, identify areas for improvement and work with leadership and Contract Managers to create an improvement plan.
Conduct regular audits on contracts to ensure compliance with policies and procedures and regulatory requirements. Devise corrective action plans, if needed.
Relationship Management & Collaboration:
Collaborates with corporate contracting team to ensure contract documents and price files meet requirements for upload.
Support Contract Management end users across with enterprise in understanding the overall process, procedures, and help resolve any questions or issues they have.
Partner with Contract Managers, Contract Associates and other Department Contract Admins to recognize problematic areas, determine root cause, identify opportunities for improvement and implement those that are deemed appropriate.
Provide adhoc training sessions, as needed, to users who need additional help navigating the system.
Learn new Infor system functionality, understand impact to end users and revise training materials accordingly.
Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
Other duties as assigned to support the unit, department, entity, and health system organization
Minimum RequirementsRequired Education and Experience
Bachelor's Degree (Preferably in Health Policy, Administration, Finance, or Accounting) is Required
3+ years of Purchasing or Supply Chain experience required.
2+ years of experience working with an ERP system preferably Lawson/INFOR is required
Required Skills and Abilities
Ability to use Microsoft Office (Excel, Outlook, Word)
ANALYTICS: Knowledge of healthcare operations and data structures and the use of information system applications in the practicing healthcare environment
TECHNOLOGY: Ability to create and manipulate spreadsheets
COMMUNICATION: Ability to communicate effectively with all levels of staff
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.Live Your Life's WorkWe are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.REQNUMBER: 196903
