Senior Contracts Supervisor

State of Massachusetts - Westfield, MA

Full-time - Senior

Westfield, MA

Executive, Legislative, and Other General Government Support

About the position

The Senior Contracts Supervisor at Western MA Hospital will oversee the contracting department, managing a complex array of contracts and leases to ensure the seamless operation of hospital services. This role involves directing all aspects of contract management, including research, negotiation, execution, and monitoring, with a focus on a substantial annual budget exceeding $15 million. The position requires collaboration with department heads and external stakeholders to analyze and support contract expenditures, ensuring compliance with financial regulations.

Responsibilities

• Direct and oversee all aspects of contract management, from research and negotiation to execution and monitoring.
• Manage an extensive annual contract budget exceeding $15 million, spanning multiple accounts, including appropriated and non-appropriated funds, federal grants, and capital accounts.
• Develop and maintain the hospital's encumbrance and service request tracking system, monitoring over 1,250 encumbrances and service requests annually.
• Review, analyze, and approve payments to contracted vendors, ensuring compliance with financial regulations.
• Create and maintain a contract monitoring tool to analyze expenditures against annual budgets, providing concise and accurate monthly reports to senior administration.
• Collaborate with department heads and senior managers, offering ongoing support and analysis of contract expenditures.
• Manage capital contract expenditures exceeding $500,000 in accordance with major construction bid laws.
• Oversee all phases of the sealed bid process for construction projects, including bid document preparation, advertising, bid review, contract award, and execution.
• Lead the designer selection process, interfacing with relevant boards and architects.
• Coordinate procurement for clinical and operational services, consultants, leases, and maintenance and repair, adhering to state regulations.
• Negotiate rate agreements and advise on terms and conditions for tertiary care contracts with major teaching hospitals.
• Compile, analyze, and synthesize data to identify trends, patterns, and cost-saving opportunities, providing concise written and verbal reports for senior administration.

Requirements

• In-depth knowledge of business law principles related to contracts and a strong foundation in management science, including problem-solving and decision-making skills.
• Proficiency in interpreting and utilizing the terminology, codes, symbols, and standard abbreviations commonly used in business contracts.
• Comprehensive understanding of organizational behavior principles, organizational structure, and its application in a complex environment.
• Proficient in the methods of general report writing and skilled in preparing and using charts, graphs, and tables for effective communication.
• Ability to grasp, explain, and apply the laws, rules, policies, and procedures governing unit activities.
• Strong analytical capabilities to assess contract data, draw insightful conclusions, and provide well-reasoned recommendations.
• Adept at reading and interpreting documents, including financial reports, accounts, ledgers, and contracts.
• Skilled in gathering information through effective questioning and meticulous examination of records and documents.
• Excellent adherence to both oral and written instructions, ensuring precision in tasks.
• Exceptional written and oral communication skills, including the ability to accurately record provided information and determine the appropriate format for assembling information items.

Nice-to-haves

• Working knowledge of the laws, rules, policies, and procedures governing assigned unit activities.
• Ability to adhere to agency procedures and guidelines governing purchasing.
• Knowledge of state purchasing, budgeting, and accounting procedures including terminology.
• Familiarity with organizational structure and functions of the assigned agency.
• Knowledge of the types and uses of agency forms.

Benefits

• Comprehensive benefits package including health insurance, retirement plans, and paid time off.