Coordinator, Contracts IMITS

Job Summary
Reporting to the Director, Business Management Services, the Coordinator, Contracts is responsible for management and coordination of contracts for goods and services provided to the IMITS department. Responsibilities include working with Directors, Managers and Customers to identify contracting requirements and needs, ensuring procurement regulations have been adhered to, maintaining the contract database, providing reports on contract status, savings and opportunities, and ensuring contracts are completed and approved in a timely manner. The Coordinator, Contracts liaises with Directors, Managers, Supply Chain, Human Resources and Vendors to provide operational support to ensure the efficient operation of Purchasing and Contracting activities within the IMITS department. The Coordinator, Contracts operates in a complex and dynamic both internal and external stakeholders across private, public and government groups like Shared Services Organization, other Regional Health Authorities, and vendors.

Duties/Accountabilities

• Develops and sends consultant requests to vendors for bids, regulates consultant requisitions and vendor submissions when a consultant contract is requested, and schedules interviews and meetings regarding consultant requisitions, bids, and negotiations. Ensures the procurement process has been strictly adhered to and consults on the process. Responds to verbal and written communication from Directors, Managers, Supply Chain, Human Resources and vendors in regards to contract bids/negotiations and status updates. Assists in developing and analyzing RFI/RFP responses.
• Monitors contract expiry and initiates renewal where appropriate, liaises with Directors and Managers on upcoming contract expiry and renewals, drafts contracts for approval by Managers and Directors, and arranges sign-off and approval by Human Resources, Managers, and Directors.
• Produces 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. Photocopies and distributes documentation such as correspondence and reports. Completes legal and financial documentation where needed.
• Assists in budget development and monitors expenditures. Authorizes expense reimbursements and invoices up to a pre-determined limit. Monitors invoices and payment for contracts within the IMITS department.
• Participates in a variety of projects with responsibilities including researching information, tracking statistical data, compiling and analyzing data involving new projects, and the interpretation and application of policies and procedures. Works closely with the supply chain teams on competitive bids and vendor performance.

Qualifications
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.

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. Demonstrated ability to establish courses of action for self that are results oriented. Demonstrated analytical and problem-solving skills. Demonstrated ability to exercise good judgment and make sound decisions. Demonstrated ability to productively use word processing, spreadsheet, database, and project management applications.