IMITS Contracts Analyst
- Burnaby, BC, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Job Summary
Within the context of the Information Management/Information Systems (IMIS) shared services initiative between Vancouver Coastal Health (VCH) and BC Clinical & Supoprt Services (BCCSS), the IS Contracts Coordinator monitors and maintains vendor contracts (software, hardware and licensing) and ensures appropriate and timely renewal and/or changes in accordance with IMIS policies and the direction of the Regional Manager, ensures compliance with policies and procedures, legal requirements, contract terms and reporting requirements, obtains and compiles information from vendors, reviews options and makes recommendations to assist in decision making.
Duties/Accountabilities
Education & Experience
Grade 12, plus four years’ recent related experience or an equivalent combination of education, training and experience.
Knowledge & Abilities
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.
Within the context of the Information Management/Information Systems (IMIS) shared services initiative between Vancouver Coastal Health (VCH) and BC Clinical & Supoprt Services (BCCSS), the IS Contracts Coordinator monitors and maintains vendor contracts (software, hardware and licensing) and ensures appropriate and timely renewal and/or changes in accordance with IMIS policies and the direction of the Regional Manager, ensures compliance with policies and procedures, legal requirements, contract terms and reporting requirements, obtains and compiles information from vendors, reviews options and makes recommendations to assist in decision making.
Duties/Accountabilities
- Maintains software and hardware contracts, leases, and licensing agreements with vendors by methods such as monitoring and prioritizing renewals and contract modifications, maintaining an awareness of end of term options and bringing to the attention of the appropriate Manager, contacting vendors to obtain information, and investigating a variety of matters such as incorrect invoices and expiry dates of contracts. Ensures compliance with licensing terms and conditions and resolves or refers billing/invoicing issues.
- Obtains information from vendors to assist in decision-making throughout the life of the contract (inception to end of term). Analyzes and compares options (i.e., equipment choices, pricing options, contract terms), compiles information for review by the Manager outlining alternatives, and makes recommendations. Requests quotes from vendors on small-scale requests.
- Monitors leases by methods such as maintaining a database/spreadsheet to track lease renewal obligations and assist in budget forecasting of lease roll-overs, and drafting letters to vendors regarding end of lease notifications, expiry dates and contract obligations.
- Reconciles individual contracts by comparing actual invoices and expenditures to budgeted amounts. Reviews, extracts and interprets information in order to determine reason for problem or discrepancy. Takes corrective action, identifies trends and/or problems and refers them to supervisor or designate.
- Performs timekeeping functions by performing duties such as gathering hours worked from schedule, transferring data onto weekly timesheets, submitting information to timekeeper and receiving various reports for verification of items such as hours worked versus time entered and vacation accumulation. Contacts Payroll to resolve any discrepancies arising from reports or personnel inquiries.
- Produces a variety of regular and ad hoc reports/status updates utilizing spreadsheet software and/or database applications by performing duties such as gathering and checking information, summarizing into report form, recreating reports upon request and forwarding for review.
- Performs other related duties as assigned.
Education & Experience
Grade 12, plus four years’ recent related experience or an equivalent combination of education, training and experience.
Knowledge & Abilities
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.
More about this job
Responsibilities
Maintains software, hardware, lease, and licensing agreements by tracking renewals and changes, ensuring compliance, resolving billing issues, and obtaining vendor information. Analyzes contract and pricing options, reconciles expenditures against budgets, tracks lease obligations, and prepares regular and ad hoc reports.
Requirements
Requires Grade 12 and four years of recent related experience, or an equivalent combination of education, training, and experience. Candidates must be able to communicate effectively, work well with others, organize their work, operate related equipment, and carry out the position's physical duties.
Skills
- Contract Management
- Vendor Relations
- Contract Renewal
- Licensing Compliance
- Invoice Reconciliation
- Budget Forecasting
- Data Analysis
- Pricing Analysis
- Report Preparation
- Spreadsheet Software
- Database Applications
- Timekeeping
- Written Communication
- Verbal Communication
- Organization
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Finance & Accounting
- Technology
- Healthcare
Keywords
- Information Management
- Information Systems
- Shared Services
- Vendor Contracts
- Software Contracts
- Hardware Contracts
- Licensing Agreements
- Contract Renewals
- Contract Modifications
- Lease Management
- Vendor Quotes
- Licensing Terms
- Invoice Reconciliation
- Budget Forecasting
- Pricing Analysis
- Contract Compliance
- Timekeeping
- Timesheets
- Payroll
- Spreadsheet Software
- Database Applications
- Status Reports
- Hospitals and Health Care