Healthcare Contracts Specialist

Healthcare Contracts Specialist

Location: AUSTIN, TX

Department: Dell Medical School

Position Open To: All Applicants

Weekly Scheduled

Hours:

40

FLSA Status: Non-Exempt

Earliest

Start Date:

Immediately

Position Duration: Expected to Continue

The Healthcare Contracts Specialist provides essential administrative and clerical support to the Contracts function and is responsible for organizing, tracking, and maintaining contract documentation, coordinating contract workflows, and ensuring timely processing of agreements. Reporting to the Senior Finance Business Partner, the role works closely with clinical departments, legal staff, supply chain, finance, and compliance. The position requires strong attention to detail and the ability to manage multiple priorities in a fast‑paced, highly regulated environment.

The specialist plays a key role in supporting the contract lifecycle process, ensuring compliance with internal policies and external regulations, and facilitating communication between departments and external vendors.

• Prepare, format, and edit contract documents in collaboration with clinical departments and finance, legal or contracts staff for clarity and consistency.
• Track contract status and deadlines using contract management software or spreadsheets.
• Maintain organized digital and physical contract files in accordance with institutional policies.
• Assist with routing contracts for review, approval, and signature.
• Ensure executed contracts are properly archived and accessible.
• Prepare summaries and reports on contract status.
• Review contracts for formatting, completeness, and compliance with templates.
• Communicate with internal stakeholders to gather required documentation or approvals.
• Respond to inquiries from vendors, legal counsel, and department staff regarding contract status.
• Schedule meetings and maintain calendars for contract‑related discussions.
• Draft professional emails, memos and routine correspondence related to contracts.
• Escalate issues or delays to appropriate personnel.
• Provide clear guidance on contract processes and requirements.
• Enter contract data into tracking systems or databases, ensuring accuracy.
• Identify discrepancies or missing documentation in contract data.
• Update contract logs with key dates, terms, and renewal information.
• Generate standard reports on contract activity and status.
• Assist with data validation and cleanup to ensure accuracy.
• Support audits by retrieving and organizing requested contract records.
• Verify that contracts meet institutional formatting and policy requirements.
• Flag missing or incomplete documentation for review.
• Support compliance with HIPAA, Stark Law, Anti‑Kickback Statute, and other applicable regulations.
• Order office supplies and manage department filing systems.
• Prepare agendas, take meeting minutes, and distribute follow‑up items.
• Assist with onboarding of new staff or contractors.
• Support special projects and process improvement initiatives.
• Monitor upcoming contract expirations and alert responsible parties.
• Prepare renewal templates and assist with drafting updated terms.
• Coordinate with departments to confirm continued need for services.
• Track renewal approvals and ensure timely execution.
• Archive expired contracts per retention policies.

• Associate’s degree in Business Administration, Legal Studies, or a related field.
• Two (2) years of administrative work experience, including at least one year supporting contract management, legal procurement, or compliance functions in a healthcare, legal, or corporate setting.

• Bachelor’s degree in Business Administration, Legal Studies, Healthcare Administration, or a related field.
• Three (3) years of experience in a healthcare or legal administrative support role, with direct exposure to contract lifecycle processes, document management systems, and regulatory compliance.
• Certified Administrative Professional (CAP) offered by the International Association of Administrative Professionals (IAAP).
• Certified Contract Manager (CCM) offered by the National Contract Management Association (NCMA).
• Notary Public Commission.
• HIPAA Certification.

$50,000…