Contracts Administrator
About The Position
The Contracts Administrator in the Legal Department at St. Charles Health System supports management of the entire contracting lifecycle and serves as the main point of contact for caregivers seeking administrative assistance. The role provides efficient, courteous support to caregivers and administrative support to Legal Department members as assigned by department attorneys and/or the Legal Executive Assistant. The position does not manage other caregivers. The position maintains contract-processing and tracking systems, including contract management software, its administration, and training. It supports contracts from initial questions through signature routing and saving documents in the St. Charles online contract repository, and provides daily software management and reporting. Other duties include meeting scheduling, calendar maintenance, mail and invoice processing, drafting materials, and backup support for the Legal Executive Assistant. The Contracts Administrator works with little or no supervision, makes sound decisions, and handles frequent interruptions in a fast-paced environment while maintaining confidentiality. The role supports regulatory compliance and Joint Commission documentation, promotes collaboration and continuous improvement, helps maintain a safe environment, and provides timely, accurate customer service. Additional duties of similar complexity may be assigned.
Requirements
- High school diploma or GED.
- At least three years of work experience in legal or business administration.
- Ability to travel to business functions, trainings, meetings, and all St. Charles worksites.
- Proven secretarial and organizational skills, including composition, spelling, and punctuation.
- Proficiency in computer operation software, word processing, Excel, and PowerPoint.
- Ability and interest in learning new software technologies, including contract management software.
- Ability to work collaboratively, maintain a positive attitude, multitask, and pay close attention to detail.
- Ability to act professionally and demonstrate excellent public relations skills.
- Effective communication, organization, and management of assigned work.
- Ability to maintain confidentiality and provide support in a fast-paced environment with frequent interruptions.
Nice To Haves
- Bachelor's degree in a related field.
Responsibilities
- Maintain systems and procedures for processing and tracking contracts, including contract management software, administration, and training.
- Support departments seeking assistance with contracts.
- Support the contracting process from initial questions through routing documents for signatures and saving them in the St. Charles online contract repository.
- Manage contract management software daily, including reporting.
- Schedule meetings and maintain calendars; collect and distribute Legal Department mail; process Legal Department invoices; and complete other assigned administrative tasks.
- Provide backup and overflow support to the Legal Executive Assistant.
- Provide professional, positive communications, clerical support, project management, and problem solving within the Legal Department, including support for service line and system support executives as requested.
- Support compliance with local, state, and national health care guidelines, rules, and regulations, and facilitate and preserve Joint Commission-required documentation in the contract repository.
- Work with little or no supervision and make sound decisions.
- Draft reports, letters, minutes, and other materials.
- Promote interdisciplinary collaboration and shared accountability, and support continuous improvement and the organizational vision, mission, and values.
- Help provide and maintain a safe environment for caregivers, patients, and guests.
- Comply with applicable laws, regulations, policies, and procedures; act ethically; report known or suspected violations; and cooperate with organizational investigations and proceedings.
- Deliver timely, efficient, accurate customer service and/or patient care that promotes goodwill.
- Perform additional duties of similar complexity within the service line or assigned system support function as required.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
