Job Description Summary
The primary function of this position is to support the ongoing operations of the University of Pennsylvania Health System’s (“UPHS”) program for contract management, administration, and storage of executed contracts and related files known as PennTract (the “Contract Tracking System”). The PennTract Administrator regularly exercises independent judgment and discretion and operates under only generalized supervision from the Senior Contract and Board Administrator and Senior Counsel.
 
Job Description
Assists in the on-going operations of the Contract Tracking System across UPHS entities, including operational process development. Trains and on-boards UPHS users, updates users’ access privileges and maintains control of users/passwords lists. Acts as a liaison and “point of contact” person for Contract Tracking System and for executed contracts for UPHS senior management, administrators, clinical chairs, physicians, clinical staff and administrative staff. Responsible for overall communication of changes to Contract Tracking System including system changes, announcements and enhancements. Responsible for maintaining and revising, as necessary, the forms needed to administer the Contract Tracking System.
Acts as liaison to dedicated Scanning Assistants in Managed Care, Clinical Care Associates (“CCA”) and other units within UPHS. Acts as liaison with Contract Tracking System’s vendor for database administration and serves as database administrator, including, but not limited to maintaining the functionality of the Contract Tracking System and worked in close cooperation with the other Contract Administrators/PennTract administrator in the on-going operations of the Contract Tracking System.
Maintains close contact and coordinates efforts with the Purchasing Contract Tracking Coordinator and other Contract Administrator/PennTract administrator including problem-solving and performing quality assurance of users’ access and contract data entered into Contract Tracking System. Facilitates the digital scanning of contracts (including exhibits, appendices, and other attachments) into the Contract Tracking System. Creates new contract records and updates existing records with amendments, addenda, statements of work, schedules, etc. Reviews and abstracts, either directly or in coordination with the originator, contracts and associated documents to be entered into the Contract Tracking System. Verifies compliance provisions (e.g. insurance, HIPAA, BA, accreditation, Medicare exclusion) in executed contracts.
Identifies and processes contracts that need to be evaluated through the Contract Tracking System’s vendor evaluation form (“VEF”) module. Maintains and follows up on the Contract Tracking System’s tickler notifications sent via e-mail alerts. Coordinates with various UPHS personnel and departments, including but not limited to, OGC, Purchasing, and Information Services (IS), as well as various UPHS originators regarding: terminations or renewals of the contracts following the e-mail notifications, Contract Approval Process for contract execution,  and corporate deadlines.  Coordinates, closely with OGC Senior Contract and Board Administrator and Senior Counsel, on requests for new contracts. Develops reports, establishes schedule of reports to be run, and runs reports as directed by OGC’s Senior Contract and Board Administrator and Senior Counsel, and as needed or requested by Senior Management and other UPHS personnel,   including  but not limited to material contract reports. Assists in responding to requests for production of documents stored in the Contract Tracking System, including the production of documents related to due diligence activities. Researches information and serves as a resource on various UPHS contractual issues on diverse projects, as assigned.  Maintains, updates and organizes contract files, as needed, updates the internal OGC contract database to be consistent with the Contract Tracking System database, and copying and filing as required.
Assists with drafting notice of termination letters or renewal/extension amendments as needed and in accordance with the Contract Tracking System’s email notifications.
Perform additional duties as assigned.
 
Qualifications
Bachelor’s Degree preferred. Experience in a law firm, hospital legal office, or corporate office setting.  Expertise and skill in use of computer system is essential.  Requires a minimum of three to five years paralegal experience or equivalent, preferably in corporate and/or contracting, with contracting database management or related experience.  Must have formal technical skills and strong database experience preferred.  Must be team-oriented and able to exercise initiative and independent judgment.  Must have superior demonstrated organization, planning, analytical, and communication skills.  Must have a diplomatic, personable, responsive, and practical approach to internal clients and to outside third parties.  Teamwork and support of colleagues are essential. Must work cooperatively with co-workers, respond well to competing time demands and deadlines, be motivated and take pride in work product.  Must be accurate, thorough, and detail-oriented. Must be able to deal tactfully and professionally in a helpful manner with all levels of management.  Must be energetic and flexible. Must have excellent interpersonal skills.