Job Posting Title:
Healthcare Contracts Specialist ----
Hiring Department:
Department of Psychiatry ----
Position Open To:
All Applicants ----
Weekly Scheduled Hours:
40 ----
FLSA Status:
Non-Exempt from FLSA ----
Earliest Start Date:
Immediately ----
Position Duration:
Expected to Continue Until Aug 31, 2027 ----
Location:
AUSTIN, TX ----
Job Details:
GENERAL NOTES
Dell Medical School is seeking a Healthcare Contracts Specialist.
This is a state funded position with an end date of August 31st, 2027, renewable based on availability of funding, work performance, and progress towards goals.
JOB SUMMARY
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.
ESSENTIAL JOB FUNCTIONS:
Contract Lifecycle Management
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.
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 current 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…