Healthcare Contracts Specialist

Job Posting

Title:

Healthcare Contracts Specialist

Department of Psychiatry

All Applicants

40

Non-Exempt from FLSA

Sep 21, 2026

Expected to Continue Until Aug 31, 2027

AUSTIN, TX

Dell Medical School is seeking a Healthcare Contracts Specialist. This is a state-funded position with an end date of 8/31/2027 that is renewable for another year.

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 Contracts Manager, the Healthcare Contracts Specialist works closely with legal staff, supply chain, finance, compliance, and clinical departments. The position requires strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced, highly regulated environment.

The Healthcare Contracts 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.

• Prepares, formats, and edits contract documents under the direction of legal or contracts staff for clarity and consistency.
• Tracks contract status and deadlines using contract management software or spreadsheets.
• Maintains organized digital and physical contract files in accordance with institutional policies.
• Assists with routing contracts for review, approval, and signature.
• Ensures executed contracts are properly archived and accessible.
• Prepares summaries and reports on contract status.
• Reviews contracts for formatting, completeness, and compliance with templates.

• Communicates with internal stakeholders to gather required documentation or approvals.
• Responds to inquiries from vendors, legal counsel, and department staff regarding contract status.
• Schedules meetings and maintains calendars for contract-related discussions.
• Drafts professional emails, memos and routine correspondence and contract-related memos to internal and external stakeholders.
• Escalates issues or delays to appropriate personnel.
• Responds promptly to inquiries from departments and vendors.
• Meets the expectations and requirements of internal and external customers, building rapport with stakeholders to facilitate smooth communication.
• Provides clear guidance on contract processes and requirements.

• Enters contract data into tracking systems or databases, ensuring accuracy.
• Identifies discrepancies or missing documentation in contract data.
• Updates contract logs with key dates, terms, and renewal information.
• Generates standard reports on contract activity and status.

• Verifies that contracts meet institutional formatting and policy requirements.
• Flags missing or incomplete documentation for review.
• Supports compliance with HIPAA, Stark Law, Anti-Kickback Statute, and other applicable regulations.
• Participates in training on contract compliance and confidentiality.
• Maintains confidentiality of sensitive contract information.

• Orders office supplies and manages department filing systems.
• Prepares agendas, takes meeting minutes, and distributes follow-up items.
• Assists with onboarding of new staff or contractors.
• Supports special projects and process improvement initiatives.

• Monitors upcoming contract expirations and alerts responsible parties.
• Prepares renewal templates and assists with drafting updated terms.
• Coordinates with departments to confirm continued need for services.
• Tracks renewal approvals and ensures timely execution.
• Archives expired contracts per retention policies.

• Assists with contract audits by compiling documentation and responding to audit requests from internal or external reviewers.
• Supports contract template updates by formatting new versions and distributing them to stakeholders.
• Participates in process improvement initiatives related to contract workflow efficiency or document management.
• Coordinates logistics for contract-related training sessions, including scheduling, materials…