Contract Specialist

Contracts Administrator

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission. At Howard University, we prioritize well-being and professional growth.

Here is what we offer :

• Comprehensive medical, dental, and vision insurance, plus mental health support
• PTO, paid holidays, flexible work arrangements
• Competitive salary, 403(b) with company match
• Ongoing training, tuition reimbursement, and career advancement paths
• Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

Basic Function : Position has primary responsibility for the operational procedure and process associated with contractual arrangements / agreements for goods and services procured by the University.

Nature and Scope : Internal contacts include the Office of the General Counsel, executives, administrators, managers, faculty, staff and students of the University departments, units and offices. External contacts include Federal, state, local and other governmental sponsors of research / training programs at Howard University, private foundations, vendors, auditors, inspectors and other representatives working on behalf of program sponsors, representatives from other universities, institutes and other organizations with whom Howard University works on sponsored research / training programs and industry trade organizations (such as the National Contract Management Association and the National Council of University Research Administrators and others)

Principal Responsibilities : Prepares documentation and legal draft of contracts / agreements, ensuring contract / agreement requirements are met, and works directly with Compliance Office and Office of General Counsel (OGC) to ensure contract / agreement language and requirements are appropriate and complies with Howard University and Hospital policies and procedures, and federal and state laws, to resolve compliance issues

Maintains confidentiality and protects sensitive data at all times, including patient & student, and proprietary information.

Coordinates work with various departments and serves as a liaison between HU and vendors to oversee the intake, review and finalization of all contracts that bind the University.

Maintain University Contracts and systems to ensure timely renegotiation and consistency of language / terms in order to provide maximum legal coverage. Examines operational scope of contracts, working collaboratively with user departments to ensure compliance.

Serves as a consultant and educator to management and administrative staff relating to contract / agreement compliance requirements and issues. Review and analyze contracts not requiring legal review and identify language issues and / or concerns.

Coordinates review of issues list with management staff. Negotiate all required language changes and review final documents to ensure all changes are appropriately made. Prepare correspondence necessary to accomplish the finalization of contracts being processed.

Create contract files, negotiate changes, coordinate full and final execution of all contract documents, maintain Master Contract Filing system, administration and maintenance of the Contract Management Database, to include; monitoring, follow-up and resolution of all renewal notifications; scan and add all finalized contracts, amendments and insurance certificates to the database.

Monitors Contracts Administration e-mail and responds to customer inquiries in a professional, courteous and prompt manner no later than one business day after receipt of inquiry.

Maintains the highest degree of confidentiality with respect to information relating to business transactions and HU employees, patients, guests, physicians, co-workers and vendors.

Assists in the preparation of training manuals and training documentation for on-going-contracts training, ensuring that manuals are updated appropriately with the newest version of procedures.

Assists with training faculty, staff, and students on legal issues in grants and contracts administration.

Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.

Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training. Participates in activities that promote adherence to federal healthcare program requirements.

Actively participates in Health Sciences Compliance Program activities.

Adheres to the requirements of the HIPAA Privacy Policies and Procedures.

Maintains confidentiality of patients, families, faculty, students, and staff.

Performs other job related duties within the assigned timeframes assigned by Director.

Core Competencies : Sensitive to the interrelationship of both people and functions within the department. Ability to apply strict confidentiality regarding budget issues. Strong team building and interpersonal skills. Strong project and relationship management skills. Ability to establish and maintain effective and harmonious working relations with staff, University officials and the general public. Good communication skills. Customer service orientation. Must be able to read and interpret the underlying purpose of contractual agreements, including the concepts of offer and acceptance and bargained-for transaction. Knowledge of the healthcare industry and of University purchasing practices, procedures and techniques is also desirable. Must be comfortable communicating instructions and process information to customers of all levels within the organization, including executive leaders. Comprehensive knowledge of Government Contracting and related laws, regulations and guidelines such as FARS. Comprehensive knowledge of the terminology related to the sponsored research agreements. Comprehensive knowledge of basic contracting phases such as pre-award award and post-award. Comprehensive knowledge of principles, practices and methodologies of accounting including grant administration and budget policies and procedures Knowledge of computer skills : spreadsheet, database, word processing, and presentation software as well as other standard office equipment. Ability to use technology contract management software and a standard suite of office software applications. Ability to organize information, generate reports and maintain data regarding contracts and contract process requests in a database.

Minimum Requirements : Bachelor's degree in Business Administration or a related field of study 5 to 8 years experience in an academic, healthcare environment or an equivalent combination of relevant experience and training. Experienced with the Federal Acquisition Regulations (FAR / DFAR) a plus. Possession of a Certified Professional Contracts Manager (CPCM), Certified Federal Contracts Manager (CFCM), a Certified Research Administrator, or Certified Professional in Supply Management (CPSM) certification is preferred.

Compliance Salary Range Disclosure