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Contract Coordinator, Inter-campus Operations

6 months ago

Vancouver, Canada PHSA Full time

**Contract Coordinator, Inter-Campus Operations**

Children's & Women's Health Center

Vancouver, BC

In accordance with the Mission, Vision, Values and strategic direction of Provincial Health Services Authority (PHSA), safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Contract Manager, the Contract Coordinator supports Inter-Campus Operations (ICO) to ensure that contracted services meet PHSA specifications and standards. The Contract Coordinator works closely with key customers to identify contracting requirements and needs, ensuring excellent customer service is being provided and to safeguard that contracts are completed and approved in a timely manner. The Coordinator also provides reports on contract status, savings and opportunities. The Coordinator operates in a complex and dynamic both internal and external stakeholders across private, public and government groups such as other Health Authorities, and vendors.

**What you’ll do**
- Develop and send consultant requests to vendors for bids, regulates consultant requisitions and vendor submissions, and schedules interviews and meetings regarding consultant requisitions, bids, and negotiations.
- Ensure the procurement process has been strictly adhered to and consults on the process.
- Respond to verbal and written communication from ICO Leaders, Supply Chain, and vendors in regards to contract bids/negotiations and status updates.
- Assist in developing and analyzing RFI/RFP responses.
- Monitor contract expiry and initiates renewal where appropriate, liaises with ICO Leaders on upcoming contract expiry and renewals, drafts contracts for approval by Leaders, and arranges sign-off and approval.
- Support the Initiates third party quality reviews as defined within the Inter-Campus Operations contract.
- Produce a variety of documents including correspondence, memos, minutes, and meeting agendas from handwritten copy using various word processing, spreadsheet and presentation software packages, including creation of files, tables, presentations and spreadsheets.
- Photocopy and distribute documentation such as correspondence and reports.
- Assist in budget development and monitors expenditures. Authorizes expense reimbursements and invoices up to a pre-determined limit. Monitors invoices for contracts within the ICO.
- Assist with onsite internal and external audits, as and when required.

**What you bring**
- A level of education, training, and experience equivalent to a Diploma in Business Management or a related discipline, and three (3) years recent related experience, preferably in a health care environment.

You will also have the ability to:

- Knowledge of project management, negotiation tactics, strategies and contractual processes and contract development.
- Strong communication skills, both oral and written, including the ability to negotiate with and influence others.
- High attention to detail.
- Demonstrated ability to establish and follow complex processes, guidelines and policies.
- Demonstrated project management skills.
- Awareness of and commitment to learning and understanding the Truth & Reconciliation Commission’s 94 Calls to Action (2015), In Plain Sight Report (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), and other related reports.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).

**What we bring**

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too - offering health, wellness, development programs to support you - at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Access to WorkPerks, a premium discount pr