Healthcare Contracts Specialist

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 Healthcare Contracts Specialist works closely with clinical departments, legal staff, supply chain, finance, and compliance. 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.

Contract Lifecycle Management

• Prepares, formats, and edits contract documents in collaboration with the clinical departments and with the direction of finance, 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.

Internal and External Communication

• 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.

Contract Databases and Logs

• 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.

• Assists with data validation and cleanup to ensure accuracy.

• Supports audits by retrieving and organizing requested contract records.

• Maintains logs and databases that are current and accessible.

Compliance and Policy Adherence

• 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.

General Administrative Support

• 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.

Contracts Renewals and Expirations

• 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.

• Associate’s degree in Business Administration, Legal Studies, or a related field of study.

• Two (2) years of administrative work experience, including at least 1 year supporting contract management, legal procurement, or compliance functions in a healthcare, legal, or corporate setting.

• Bachelor’s degree in Business Administration,…