Assistant Manager, Contracts

Westchester Medical Center; Village of Suffern (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Westchester Medical Center is seeking an Assistant Manager, Contracts to support the Sr. Manager, Contracts in implementing Western Region contracts and coordinating with administrators, business leads, vendors and attorneys.

The role requires preparing contracts under attorney supervision, maintaining contract-tracking systems, and ensuring timely processing. Candidates should have strong written communication, meticulous document handling, and the ability to prioritize a high-volume workload

Qualifications

• 2–4 years of admin support experience.
• 1 year in a law firm preferred.
• Bachelor's degree or equivalent experience.
• Strong grammar and writing skills.
• Typing speed of 50 wpm.

Responsibilities

• Prepare contracts under attorney supervision.
• Create and maintain contract tracking spreadsheets.
• Maintain contract database for Western Region.
• Liaise with vendors, business leads and attorneys.
• Review invoices for accuracy against contracts.
• Prepare letters, memos, and reports.

Skills

Administrative support

Legal document handling

Typing 50 wpm

Attention to detail

Time management

Education

Bachelor's degree

Tools

PDF Converter

Adobe Reader

Job description

The Assistant Manager, Contracts collaborates with the Sr. Manager, Contracts in implementing Western Region contracts and interacting daily with administrative departments, business leads, vendors, attorneys and staff.

Responsibilities:

• Prepares contracts under the supervision of attorneys.
• Creates and maintains excel spreadsheets for tracking of contract assignments.
• Maintains database software for contracts for Western Region.
• Collaborates with Senior Manager, Contracts to gain awareness of potential Western Region capital requisitions for determination of the need for a formal contract or agreement based on the nature, scope and terms of the request.
• Attend weekly meetings with Western Region Chief Operating Officer to provide updates on contract status, outstanding matters, and other relevant departmental requests.
• Acts as liaison between vendors, business leads and attorney(s) for all Western Region contracting matters.
• Assists with execution of Western Region contracts daily and maintains appropriate contact with all internal departments for status inquiries on Western Region contracts.
• Prepares documents and correspondence for transactions under the direction of attorneys.
• Collaborates with various internal departments daily.
• Gathers appropriate material from the attorneys and other administrative staff to respond to routine inquiries as appropriate.
• Reviews Concur expense report submissions from employed physicians and mid-levels to ensure compliance with professional development allowance parameters.
• Maintains all files for the department, ensuring that material is properly marked.
• Symplr Contract training, when necessary, for new users.
• Performs special and confidential assignments as required.
• Prepares letters, memoranda, reports and summaries on behalf of the department.
• Reviews department check requests and invoices for accuracy against contract and provide coding and routing information.
• Performs other duties as assigned.

Qualifications/Requirements:

Experience:

Minimum of 2-4 years of prior experience providing administrative support required. Minimum of 1-year prior experience working within a law firm is preferred.

Education:

Bachelor's degree in related field required and/ or equivalent combination of experience and education may be substituted for degree requirement.

Licenses / Certifications:

N/A

Other:

Ability to type at 50 words per minute. Ability to manipulate pdf documents and use associated software tools such as pdf Converter and Adobe Reader. Proficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essential. Proven ability to prioritize work and manage workflow; good multi-tasking and time management skills. Ability to work proactively and with little supervision. Ability to comprehend the varied activities of a large department sufficiently to handle the mass of items passing through a busy legal office. Discretion and client-centric skills. Special Requirements: N/A