Contract Management Specialist

3 months ago

Calgary, Canada Mosaic Primary Care Network Full time

Contract Management Specialist

**Status**: Regular Full-Time (1.0 FTE).

**Reporting To**:Governance Secretary and Corporate Secretary.

**Date Available**:Negotiable.

**Hours of Work**:7.75 hours per day, 38.75 hours per week.

**Shift Pattern**:Days primarily, availability outside of typical business hours may be required.

**Exempt/Non-Exempt**:Non-Exempt

**Program**:Governance

**Job Classification**:Program Specialist Level II

**Salary Range**:$33.03 - $43.48

**Closing Date**:October 13, 2024.

**About Us**

Mosaic Primary Care Network (PCN) provides a wide range of primary health care services in the northeast and southeast Calgary communities in partnership with a group of family doctors. Our talented interdisciplinary health care teams work together to provide services that best support patient needs.

We want YOU to bring your expertise to our growing team as we continue to develop solutions to meet the needs of our local community. If you have initiative, are resourceful, engage easily in teamwork, and most importantly, want to make a difference in healthcare, we want to hear from you

**Position Summary**

Reporting to the Governance Specialist and Corporate Secretary, the Contract Management Specialist has well-seasoned professional knowledge within a wide range of procurement and contracting processes. The incumbent will provide life cycle management of contracts from creation, revision, and maintenance to close-out

The incumbent will be an effective communicator, adept at ensuring appropriate messaging to key stakeholders, with the ability to identify and influence common ground solutions across stakeholders and functions.

The incumbent will oversee and maintain a contract tracking system, ensuring robust control processes and diligent monitoring and reporting. Furthermore, the Contract Management Specialist will support internal business units and leadership on all contractual matters, ensuring alignment with contract workflows and legal compliance.

**Key Responsibilities**
- Oversees the entire contract lifecycle, including budget review and approval, drafting, revisions, final approvals, filing, and closeout, ensuring compliance with insurance and legal requirements while maintaining internal processes and records. Serves as the primary liaison with contract representatives.
- Reviews contracts for risk identification and make recommendations for contract language to mitigate risk to the organization.
- Provides contractual guidance to business units, ensuring Statements of Work align with business objectives.
- Ensures that the terms of contractual agreements are written in language that is legally binding and in accordance with the requirements of the business unit.
- Coordinates with external legal counsel on significant contract matters, such as identifying non-standard or high-risk terms and conditions, before advising management on contractual risks, rights, obligations, and terms interpretation.
- Completes evaluation, negotiation, and contract award/execution, including resolving any exceptions to contract terms and conditions in collaboration with business unit and responsible parties.
- Audits and processes contract claims and invoices; approves and reviews contract payments to ensure compliance with contract terms.
- Prepares reports to communicate the status of the contract for the business unit and responsible parties.
- Manages and monitors the contract tracking system to ensure effectiveness and efficiency; identifies and recommends improvements and support implementation of the system.
- Maintains records and filing systems for reference on existing and new contracts, agreements, and proposals.
- Collaborates with the finance team to verify that the contract scope aligns with the current budget ensuring approved vendors have been set up and/or updated.
- Develops contract and procurement training materials and deliver training to appropriate staff.
- Performs other duties as assigned.

**Qualifications & Requirements**

Education & Licensures
- A degree or diploma in business, public administration, contract administration, business law, or other related fields, with a minimum of two (2) years of relevant experience for degree holders, or four (4) years of relevant experience for diploma holders.
- Equivalent combinations of education and experience may be considered.

Knowledge
- In-depth knowledge of procurement, sourcing, contract documents, and legal specifications.
- Legal knowledge, understanding of contract law, being able to discuss the agreements and their ramifications with all levels of professionals.
- Knowledge of negotiation best practices, both in-person and in written form, which considers cultural norms and the company’s best interests.

Skills & Abilities
- Ability to effectively prioritize tasks and complete multiple projects and objectives in a timely manner based on organizational importance.
- Outstanding interpersonal and advanced research,

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