Contracts & Compliance Coordinator

1 year Full-Time Contract 

JOB SUMMARY

Under the supervision of the Contracts Manager, the Contracts & Compliance Coordinator is responsible for maintaining key relationships with contract leads and having a thorough understanding of all contracts in order to be a resource to both internal and external parties, while acting as the liaison between the government contracts and Bayshore departments.

DUTIES AND RESPONSIBILITIES

· Read and understand contract obligations and how they relate to business operations.

· Collect and record contract data based on department protocol.

· Ensure internal process and operations meet required contractual obligations and identify gaps in processes and procedures that are not in compliance with HCCSS Contracts.

· Manages Contract performance, utilizing available data and information to identify issues and/ or concerns as well as quality improvement opportunities related to our contracts.

· Attend LHIN and SPO meetings (travel as required).

· Develop thorough understanding of internal operations including the environment and operating conditions.

· Addresses concerns from clients and contract representatives in an effective and timely manner – working with relevant internal staff and external parties (including performance and billing issues).

· Act as a point person between Internal departments and customers to communicate any updates, disruptions to service, improvements, etc.

· Train staff on HCCSS requirements.

· Coordinate resources for RFPs for Proposals.

· Take minutes during meetings following document control protocol and ensuring follow up is shared with relevant parties/ management in a timely manner.

· Investigate and respond to client complaints and escalations and work with internal/ external departments to implement process improvements.

· Update and maintain department tools and contracting processes.

· Actively work to develop an understanding of the business operations from a front-line perspective.

· Communicates project development, status, and related processes on an ongoing basis.

· Ability to ensure timely and effective execution of multiple and simultaneous projects.

· Self-organized and has ability to prioritize tasks and ensure all deadlines are met.

· Identify business requirements regarding contracts terms and conditions.

· Contributes ideas and innovations to improve upon existing systems, work processes and procedures.

· Respond to inquiries or questions regarding contract administration.

· Complete a variety of administrative tasks.

· Develop process flow charts, SOPs and work instruction in various formats (Visio, Word, Powerpoint, Excel).

· Ensure required data is collected, prepared and communicated to relevant parties.

· Extract and analyze reports and summarize findings for management.

· Maintains excellent relationships with internal department leads, using effective communication strategies including email, phone, and in-person meetings.

· Maintains excellent relationships with external parties/ customers using effective communication strategies.

· Works with staff and management to ensure actions items are completed in a timely manner as per assigned deadlines.

· Responding to customer and internal enquiries within set guidelines and time frames.

· Maintain strong relationships with key stakeholder groups including clinical and administration team members.

· Develop process improvements that mitigate risk and ensure contractual compliance.

· Participate in improvement initiatives with department leads, with a focus on Patient Safety, Risk Assessment and business efficiency.

· Participate in quality activities and continuous improvement initiatives in keeping with the company’s Quality Management System.

· Participates proactively in Health & Safety activities while performing all duties.

· Adhere to Bayshore Policies and Procedures.

· Maintain confidentiality of client and corporate information.

Complete other tasks as requested.

QUALIFICATIONS

Education and Experience

· University degree in a related discipline or three-year diploma in a related discipline plus related experience

· Related experience in a health care environment, Ontario LHINs or other Provincial Agencies is an asset

· Experience in Program / Project Management is an asset

Other Skills, Abilities and Requirements

· Excellent time management skills with the ability to prioritize multiple assignments and meet deadlines

· Strong communication and presentation skills

· Experience providing detailed reports using Microsoft Office (Excel) and CRM

· Valid driver’s license and reliable vehicle for off-site meetings