Contract Support Specialist (9657)

The Contract Administrator provides administrative and operational support for the enterprise-wide Contracting Department. This position serves as the primary coordinator for contract intake, contract lifecycle administration, contract repository management, renewal tracking, notifications, Certificates of Insurance (COI) management, and legal administrative support activities.

The Contract Administrator ensures all contracts are properly entered into Contract Lifecycle Management (CLM) system, routed appropriately for review and approval, monitored throughout the contract lifecycle, and maintained in accordance with organizational policies and procedures.

This position plays a critical role in supporting organizational compliance, contract governance, risk management, and the centralized contracting model across Terros Health.

Essential Duties and Responsibilities

Contract Intake and Administration

- Monitor and manage the Contracting Department shared mailbox.

- Serve as the first point of contact for contract submissions and inquiries.

- Intake all contracts, amendments, renewals, MOUs, payer agreements, independent contractor agreements, service agreements, and vendor contracts.

- Create and maintain contract records within Cobblestone.

- Ensure all required documentation is received and appropriately filed.

- Assign and track contract status throughout the review and approval process.

- Maintain contract files and electronic records.

Contract Lifecycle Management

- Monitor contract expiration, renewal, and termination dates.

- Generate and distribute renewal notifications.

- Coordinate annual contract reviews with business owners.

- Review monthly contract termination reports and follow up with stakeholders as needed.

- Maintain calendar reminders and key milestone notifications.

- Assist with contract closeout activities.

Cobblestone Administration Support

- Enter and maintain accurate contract data within Cobblestone.

- Upload executed agreements and supporting documentation.

- Ensure contract metadata is complete and accurate.

- Assist with reporting and tracking functions.

- Support system data integrity and record maintenance.

Certificate of Insurance (COI) Management

- Coordinate and manage Certificate of Insurance requests.

- Maintain vendor insurance records.

- Monitor insurance expiration dates.

- Follow up with vendors regarding updated insurance documentation.

- Support organizational COI compliance initiatives.

Legal and Compliance Administrative Support

- Receive, log, and track subpoenas.

- Assist with tracking wage garnishments and related notices.

- Maintain legal request logs and supporting documentation.

- Coordinate document collection and routing as directed.

- Maintain confidentiality of all protected and sensitive information.

Reporting and Department Support

- Generate contract-related reports and status updates.

- Assist with departmental dashboards and performance metrics.

- Maintain department calendars and tracking tools.

- Schedule meetings and coordinate follow-up activities.

- Support audits, compliance reviews, and accreditation requests.

Customer Service and Stakeholder Support

- Provide exceptional customer service to internal stakeholders.

- Communicate contract status updates to business owners.

- Respond to routine contract-related inquiries.

- Assist departments with contract submission requirements and processes.

Qualifications

Minimum Qualifications

Education;

High School Diploma or GED required of assuming this position

Experience

- Minimum of two (2) years of administrative, contract administration, legal support, compliance, procurement, or related experience.

- Experience working with databases, document management systems, or contract management software preferred.

- Healthcare experience preferred.

Knowledge, Skills, and Abilities

- Strong organizational and time management skills.

- Exceptional attention to detail.

- Ability to manage multiple priorities and deadlines.

- Strong written and verbal communication skills.

- Ability to maintain confidentiality and handle sensitive information.

- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.

- Ability to learn and effectively utilize Cobblestone Contract Lifecycle Management software.

- Knowledge of contract administration principles preferred.

- Ability to work independently and collaboratively with stakeholders at all levels of the organization.

- Strong customer service and problem-solving skills.