We are more than a health system. We are a belief system.We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

Job Description Summary

Contract Administrator in collaboration with Strategic Sourcing & Procurement Services, is responsible for implementing OhioHealth supply, service and equipment contracts. Implement contract savings opportunities which achieve annual savings target of $7M, reduces service, and supply expense, and increases Group Purchasing Organization (GPO) contract penetration. Administrator executes new and renewed supply and service contract, vendor and item file data uploads as per negotiated terms. This position works in collaboration with campus specific Supply Chain Services teams, department directors, managers & associates, and supply partners to implement negotiated service & product terms. Serves in a project & financial consulting capacity to the associates in effort to implement & improve supply & service standards across all OhioHealth entities.

Minimum Qualifications

Bachelor's Degree (Required)

Field of Study: Business
Field of Study: Healthcare
Years of experience: 2 to 3

SPECIALIZED KNOWLEDGE

Ability to demonstrate previous Data, financial and project implementation success.
Excellent communication skills (verbal and written)
Analytical skills
Proficient computer skills in Excel, Access, Word, PowerPoint, MS Project and Lotus Notes
Good knowledge of principal and practices of contract administration
Efficient, high integrity, organized, project management and detail oriented. Proficient computer skills in PeopleSoft or related Supply Chain ERP.

Responsibilities And Duties

50%

Contract Implementation The Contract Administrator collaborates with key internal contacts and external supply partners to implement supply, service & equipment contract requirements negotiated by Strategic Sourcing. Key customers include clinical/non-clinical associates, managers, and directors at: eight 8 owned hospitals; two 2 managed hospitals; five 5 affiliate hospitals; one 1 Supply Chain partnership and four 4 joint venture surgery centers. Collaboration efforts with customers, Strategic Sourcing and supply partners include: providing operational specifications/ terms & conditions for Strategic Sourcing to negotiate; ensuring adequate supplier stock is secured to support OhioHealth volumes; custom and standard products/services meet customer & contract specifications; and persuading associates at all levels of the organization to standardize to the negotiated contracts. Contract Administrator is required to be knowledgeable on the areas serviced in order to effectively implement the contracts. For example, the Contract Administrator supporting Heart Services must understand not only the competitive product market for items such as Heart Valves, Stents and Cardiac Rhythm Management devices, but must also speak intelligently about the products such as the differences between bare metal or drug eluting stents for peripheral/vascular, cardiovascular or general surgery. Other key service lines include, but are not limited to: surgery, radiology, nursing, laboratory, facilities, information technology, marketing, human resources, physician practices, neurology, cancer services, and women's health. Proper contract implementation ensures OhioHealth fully leverages Group Purchasing Organizations with highest level of value through tier maximization, shareholder equity, rebates/incentives, and committed program utilization. Rebates achieved through GPOs are over $ 4 Million annually. Contract Administrators must also keep abreast of the Midwest Purchasing Coalition MWP c and locally negotiated contracts in addition to the GPO contracts to assist Strategic Sourcing in mitigating conflicting terms. MWPC currently consists of OhioHealth, and two other integrated delivery networks, one in Dayton Ohio and one in Indian a . Contract Administrators negotiate with supply partners and distributors to identify, source and secure substitute product in the event of a recall, natural disaster, or manufacturer backorder to minimize the impact to patient care. Administrators provide key terms & conditions for the formal Request for Proposal RF p process to ensure contract implementation is successful. Administrators serve as an internal sourcing expert for the Procurement Services Department and Supply & Linen Distribution teams.

35%

Data File Management Contract Administrators manage the data input for contracts and vendor item numbers. Terms and pricing are reviewed from negotiated contracts, an Executive Summary is developed, contract data input forms are drafted, and the contract is electronically filed. From the negotiated contracts, vendor item part numbers are reviewed for accuracy including: vendor name & number from which item is sourced, item description that meet GS 1 standards, pricing, unit of measure, unit of purchase, conversion rates, hazard codes such as latex free, suggested category UNSPSC code s , contract numbers, GPO contracts, expiration dates, and inventory designation. Items files are then sent to Data Integrity for input into the PeopleSoft system. Item accuracy is critical for patient billing and revenue cycle. These items serve as the source of truth for the patient billing system, Horizon Surgical Manager. Contract Administrators review new Vendor Add/Change/Deletes as required and ensures opportunities for diverse suppliers. Failure to maintain accurate Contract, Item and Vendor files may result in higher prices paid to supply partners; credit/ship holds that may negatively impact patient care, and loss of patient revenue. Prepares cost analysis, assists in identification of annual inflation factors and provides various contract reports to senior leadership in evaluation of the financial impact on drug and supply expense. Works collaboratively with Procurement & Accounts Payable to resolve price discrepancies match exception s in order to maintain a

5%

industry best practice for Match Exceptions. Contract Administrators manage supplier assigned account numbers to ensure price equity across all OhioHealth entities. Supports Vendor Credentialing process to ensure OhioHealth supply partners are properly credentialed to meet JACHO requirements in clinical areas.

10%

Consignment Contracts & Recalls Consignment contracts are requested by clinical associates and negotiated by Strategic Sourcing; the Administrators role is to execute the negotiated contract. There is $20M in consignment within OhioHealth. Proper execution of consignment contracts mitigates financial risk to the organization, and provides ease of administration for inventory reconciliation after audits & consignment additions or removal. Execution involves: validating usage, number of inventory turns, frequency of POs, shipping charges and lead times for clinical associates & inventory managers; providing requirements to Strategic Sourcing to negotiate the contract. After contract is negotiated, Administrator executes electronic contract file with executive summary, contract data input sheet, Purchase Order and product line item detail; coordinates effective date of consignment with inventory managers and supplier and completes item update forms. Provides ongoing support to customers when requesting changes to the consignment and coordinates inventory audits and resolves reconciliation with suppliers. Contract Administrator has oversight of all supply recalls, product advisory and equipment corrective actions. Recalls, advisories and corrective actions are scanned and electronically stored for reference and are managed via an electronic tracking document for transparency to all associates that may need to view as well as the FDA. Managing the recalls, advisories and corrective actions include: researching affected departments and communicating detailed instructions to those departments in the form of a Recall Report, sending weekly reminders until confirmation has been received by all affected areas, scanning department responses into corporate shared drive for documentation from each affected area, filing hard copy in the Supply Chain Services Recall Book, and logging final notes on Product Recall Report as it is signed and completed.

Work Shift

Day

Scheduled Weekly Hours

40

Department

Indirect Category Management

Join us!

if your passion is to work in a caring environment
if you believe that learning is a life-long process
if you strive for excellence and want to be among the best in the healthcare industry

Equal Employment Opportunity

OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate-employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment