Sourcing and Contracts Specialist, Finance, Full Time, Days

MarinHealth Medical Center•Novato, CA

18h•$46 - $67

About The Position

Are you looking for a place where you are empowered to bring innovation to reality? Join MarinHealth, an integrated, independent healthcare system with deep roots throughout the North Bay. With a world-class physician and clinical team, an affiliation with UCSF Health, an ever-expanding network of clinics, and a new state-of-the-art hospital, MarinHealth is growing quickly. MarinHealth comprises MarinHealth Medical Center, a 327-bed hospital in Greenbrae, and 55 primary care and specialty clinics in Marin, Sonoma, and Napa Counties. We attract healthcare’s most talented trailblazers who appreciate having the best of both worlds: the pioneering medicine of an academic medical center combined with an independent hospital's personalized, caring touch. MarinHealth is already realizing the benefits of impressive growth and has consistently earned high praise and accolades, including being Named One of the Top 250 Hospitals Nationwide by Healthgrades, receiving a 5-star Ranking for Overall Hospital Quality from the Centers for Medicare and Medicaid Services, and being named the Best Hospital in San Francisco/Marin by Bay Area Parent, among others. The Sourcing and Contract Specialist at MarinHealth Medical Network is responsible for overseeing all aspects of procurement, inventory management for supplies. This role involves developing and maintaining collaborative relationships with clinical, administrative, and healthcare system staff and physicians to ensure effective, results-oriented outcomes while enhancing the quality of patient care. This role also requires experience in negotiating contracts with vendors as well as a high level of interpersonal skills, including influencing, conflict resolution, and creative problem-solving. Strong communication skills across all channels are essential, as the position involves direct interaction with vendors, physicians, and physician office staff, as well as various internal groups within the Enterprise. Additionally, responsibilities include drafting, reviewing, and managing vendor contracts to ensure legal compliance and alignment with organizational goals while negotiating terms and monitoring performance. Responsibilities include managing the procurement, inventory of medications and pharmacy supplies, ensuring the safe and secure storage of items such as vaccines, PPE, and reagents. Cost reduction opportunities are facilitated through improved standardization, utilization, and price leveling strategies for the medical network and affiliated entities. Develop best-in-class strategic sourcing practices and supplier relationships, identify projects to apply sourcing and procurement methodologies to leverage annual purchase volume and rationalize the supplier base, ensure benefits and savings for the MarinHealth Medical Network. Collaboration with internal and external stakeholders is essential to meet the organization's procurement and inventory needs, work independently and consult with leadership on new network-wide or system initiatives.

Requirements

Bachelors of Arts in Public Administration, Business Law, Business Administration or related field, required
Minimum of five (5) years of experience in sourcing and procurement
Three (3) years of experience in invoice resolution working with requisitioners, vendors, and Accounts Payable in the hospital and ambulatory setting
Experience in contract administration, financial analysis, data extraction, and report generation
Proficiency in financial modeling, forecasting, and budgeting
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint & Outlook)

Responsibilities

Vendor Contracts Lifecycle Management
Drafting and Reviewing Contracts: Creating and reviewing contracts, ensuring they are legally sound and meet the company's needs
Negotiation: Negotiating contract terms with clients, vendors, and other parties to secure favorable outcomes
Monitoring and Administration: Tracking contract performance, ensuring compliance with terms, and managing contract related activities
Amendments and Extensions: Handling contract amendments, extensions, and terminations, following legal procedures
Supplier Contracting and Negotiation: Works with the Business Owner to develop both an understanding of their requirements and to prepare appropriate solutions for their supplier contracting needs
Negotiates prices and delivery, producing annual cost savings while reducing lead times
Negotiates and manages contracts or agreements with key suppliers
Acts as the MHMN representative in negotiations for contracts with suppliers to ensure the best pricing, delivery, and other related terms and conditions
Recommends conditions for issuing and awarding bids
Reviews legal contracts and other documents by analyzing contract requirements, special provisions, terms and conditions, and takes action as required
Assists the department with other legal matters, as needed
Strategic Sourcing and Supplier Management: Formulates strategies and processes that align purchasing with operations, customers, and inventory goals
Establishes new suppliers while consolidating underperforming suppliers
Implements and enforces a standard supplier audit process, scorecards, and data-driven metrics
Analyzes and manages local and group purchasing organization (GPO) contracts, ensures compliance, and clarifies contract issues through appropriate channels
Manages contract completion to critical timelines including milestones, expiration, and renewal dates
Identifies non-contract items and suggests appropriate actions to supply chain leadership
Procurement and Inventory Management: Works with operations to optimize storage, use, inventory control, and transport of materials and establish par levels
Assesses current material availability and reasonably predicts future availability based on the market, delivery systems, and other variables
Prepares and processes purchase orders and requisitions for materials, supplies, and equipment
Drafts, explains, and implements instructions, policies, and procedures for purchasing and contract management
Resolves grievances with vendors, contractors, and suppliers
Maintains and/or implements purchasing and recordkeeping systems
Manages strategic initiatives as assigned, to improve operations, product quality, and cost savings
Assists in product standardization efforts and monitors compliance with contracts
Coordinates product conversions with clinical leadership and other major stakeholders and ensures that product master files are updated
Adheres to budgetary demands/control of capital requests
Improves procurement operations by identifying gaps and making corrections
Collaboration and Training: Collaborates with other departments and leadership to identify and develop needs and requirements for equipment, materials, products, and acceptable substitutions
Maintains an atmosphere of good customer relations with co-workers, fellow employees, affiliate staff, and vendors that creates a positive and productive work environment
Provides and assists in training and education of the contract management system, group purchasing organization systems, and vendor-supplied systems
Provides project structure, tracking, and documentation and monitors overall effectiveness of project plans associated with the role
Workday Optimization: Leverage the full potential of Workday to streamline procurement process and enhance user experience
Other Adhoc Analysis/Support : Extracts and analyzes financial and operational data reported in various financial systems
Works with cost reports, RVUs, and WRVUs for provider productivity tracking, performance evaluation, and comparative analysis
Tracks and reports cost avoidance and cost savings every month to supply chain leadership