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About the Role

Dell Medical School is seeking a Healthcare Contracts Specialist to provide essential administrative and clerical support to the Contracts function. This role involves organizing, tracking, and maintaining contract documentation, coordinating contract workflows, and ensuring timely processing of agreements in a fast-paced, highly regulated environment.

Responsibilities

Prepares, formats, and edits contract documents for clarity and consistency.
Tracks contract status and deadlines using contract management software or spreadsheets.
Maintains organized digital and physical contract files.
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.
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.
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.
Provides clear guidance on contract processes and requirements.
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 and accessible.
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.
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 initiatives.
Monitors upcoming contract expirations and alerts responsible parties.
Prepares renewal templates and assists with drafting updated terms.
Coordinates with departments to confirm continued need for services.
Tracks renewal approvals and ensures timely execution.
Archives expired contracts per retention policies.
Assists with contract audits by compiling documentation and responding to audit requests.
Supports contract template updates by formatting new versions and distributing them.
Participates in process improvement initiatives related to contract workflow efficiency or document management.
Coordinates logistics for contract-related training sessions.
Provides backup support to other administrative staff.
Promotes individual professional growth and development.
Adheres to internal controls and reporting structure.
Performs related duties as required.

Requirements

Requires an Associate's Degree in Business Administration, Legal Studies, or a related field of study.
Requires at least 2 years of administrative work experience.
Requires at least 1 year supporting contract management, legal procurement, or compliance functions in a healthcare, legal, or corporate setting.
Relevant education and experience may be substituted as appropriate.
Must be able to work in a hybrid environment as needed.
May require occasional travel between administrative offices or healthcare facilities.
Must be able to sit for extended periods and manage prolonged screen time.
Requires use of contract management systems, document editing software, and enterprise resource planning (ERP) tools.
Resume/CV required.
3 work references with their contact information required.
Letter of interest required.
A criminal history background check will be required for finalist(s).
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.
You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.
Documents need to be presented no later than the third day of employment.
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act).

Skills

Strong attention to detail.
Organizational skills.
Ability to manage multiple priorities.
Ability to use time effectively and efficiently.
Strong prioritization skills.
Ability to quickly zero-in on the critical few and put the trivial many aside.
Excellent organization skills to support contract tasks by urgency and deadlines.
Ability to avoid delays, flagging time-sensitive agreements for expedited processing.
Ability to manage multiple requests without compromising accuracy.
Ability to maintain accurate calendars and reminders for contract renewals and expirations.
Ability to allocate time appropriately for data entry, document review, and stakeholder follow-up.
Ability to avoid bottlenecks by proactively managing workload.
Demonstrated attention to detail, being thorough in accomplishing tasks.
Ability to marshal resources (people, funding, material, support) to get things done.
Ability to orchestrate multiple activities at once.
Ability to maintain well-structured digital and physical filing systems.
Ability to coordinate contract routing and approval workflows efficiently.
Strong written and interpersonal communication skills.
Ability to communicate with all levels of the organization.
Ability to write clearly and succinctly in a variety of communication settings and styles.
Demonstrated ability to work effectively in a team-oriented environment.
Capable of working independently.
Must work with integrity and professionalism.

Location

AUSTIN, TX

Work Type

Hybrid

Experience Level

At least 2 year(s) of experience in administrative work
At least 1 year supporting contract management, legal procurement, or compliance functions
At least 3 year(s) of experience in healthcare or legal administrative support role (preferred)

Education Level

Associate's Degree in Business Administration, Legal Studies, or a related field of study
Bachelor's Degree in Business Administration, Legal Studies, Healthcare Administration, or a related field of study (preferred)

Salary/Compensations

$51,027 + depending on qualifications

Benefits

State-funded position
Retirement Plan: Teacher Retirement System of Texas (TRS)

About the Company

Dell Medical School is seeking a Healthcare Contracts Specialist.
This is a state-funded position with an end date of 8/31/2027 that is renewable for another year.
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action.
The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015.

Equal Opportunity

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action.
The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.