Contracts Administrator

Caron Treatment Centers; Wernersville (Berks County); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Caron Treatment Centers in Pennsylvania is seeking a Contracts Specialist to own the contract review process across subsidiaries and manage execution before engagements with consultants, vendors, or contractors.

This in-office role offers potential for hybrid work after training. You will coordinate meetings, maintain insurance certificates, monitor regulatory requirements, and support RFP/RFQ processes while safeguarding confidential information.

Qualifications

• Bachelor’s or Associate’s Degree plus two years of contracts experience.
• Minimum two years’ contracts work experience is required.
• If in recovery, one year of continuous sobriety is preferred.

Responsibilities

• Own the Contracts Review Process for all Caron subsidiaries, participating in contract negotiations before the document is signed.
• Coordinate meetings and conference calls to ensure proper agreements prior to engagement with consultants, contractors or vendors.
• Manage contract execution to ensure parties provide signatures prior to engagement.
• Review, modify, update, and maintain contracts and related documentation, e.g. Certificates of Insurance in the contracts system.
• Ensure background checks and licenses are active and on file for Corporate Consultants.
• Support New Vendor setup to activate in the financial system before engagement.
• Provide contracts support to all Caron programs and departments as needed.
• Monitor and protect the company against contract, lease, and insurance expiration risks.
• Assist in the creation of Purchase Orders and payment arrangements with Accounts Payable.
• Compile monthly/quarterly contract/vendor spend and milestones.
• Maintain the Consultant Handbook to reflect policies and regulatory changes.
• Manage Staffing Agency documentation and compliance, including OIG and NPDB checks.
• Ensure PHI remains compliant when transferred to 3rd parties.
• Support RFP/RFQ processes from generation to contract closure, renewals, and deliverables.
• Stay current with healthcare laws related to contracts and consultant relationships.
• Escalate issues to Compliance, Legal, or leadership as needed.
• This description reflects essential functions, not a fixed task list.

Skills

Autonomous work

Communication skills

Organizational skills

Customer service

MS Office proficiency

Contract management systems

Discretion handling of confidential信息

Education

Bachelor’s or Associate’s Degree

Tools

PowerPoint

Excel

Word

Contract management systems

Job description

Join a purpose-driven team at Caron Treatment Centers, where for nearly 70 years, we’ve been helping people find a path to recovery from addiction and rebuild their lives. We offer real careers with real opportunities for growth, comprehensive training, and a commitment to work-life balance. Our benefits include generous paid time off, professional growth and development, company-paid life and disability insurance, tuition reimbursement, a competitive 401(k) plan, and robustmedical, dental, and vision plans. We’re proud to foster a diverse and inclusive environment, with a culture of teamwork, compassion, and dedication to our mission. Start a career that saves lives at a company that values yours!

This position is in office with potential for hybrid work arrangements once training is complete.

DUTIES AND RESPONSIBILITIES:

• Own the Contracts Review Process for all Caron subsidiaries, participating in contract negotiations before the document is signed and resolving any questions or conflicts regarding the contract prior to execution.
• Manage new and existing contracts by coordinating meetings and conference calls as necessary to ensure that Caron personnel utilize and execute the proper agreements prior to engagement with consultant, contractor or vendor.
• Participate in and manage contracts review with the Compliance Department and legal as needed, communicate any revisions between parties and track progress of contract negotiations to ensure a timely conclusion, confirming approval by all involved parties.
• Manage the contract execution process both internally and externally to ensure that all parties provide appropriate signatures prior to engagement.
• Review, modify, update, and maintain contracts and associated documentation, such as Certificates of Insurance, utilizing Caron’s contracts management system, and communicating contractual changes with all impacted departments.
• Manage new and existing Corporate Consultants by ensuring background checks, clearances, TB results, licensure and other certifications are active and on file in the contracts management system.
• Support the New Vendor set-up process to ensure that all required contractual and support documentation is in place prior to activation in the financial system and commencement of vendor engagement.
• Provide contracts support to all Caron programs and departments, as needed.
• Work closely with all departments to monitor and protect the company against contract, lease, and insurance expiration and related risks.
• Support the creation of Purchase Orders with personnel and manage special payment arrangements with the Accounts Payable Department.
• Compile and generate monthly and quarterly Contract/Vendor spend and contract milestone data.
• Own the Consultant Handbook, keeping it up to date so that it reflects Caron’s current policies and procedures as well as regulatory or legislative requirements.
• Manage new and existing Staffing Agency Workers by ensuring all appropriate documentation is active and on file in the contracts management system.
• Conduct monthly inventory review of all Professional Consultants and Staffing Agencies to ensure compliance with the Office of the Inspector General’s Exclusion Database and National Practitioner Data Bank.
• Support the Compliance and Health Records Management teams to ensure contractually all Private Health Information transferred to any 3rd Parties remains in compliance.
• Support the Procurement and Business Units with the Request for Proposal (RFP) and Request for Quote (RFQ) process from document generation through the contract lifecycle process. This lifecycle starts with the creation of the contract itself, and progresses to both the negotiation and approval process. Once approved, the contract must be signed, stored, and managed. Included in this management are renewals, terminations, deliverables, and the fulfillment of a variety of obligations.
• Stay current with healthcare and industry-related laws as they relate to contracts and consultants, and advise the organization of changes that affect Caron’s contracting practices.
• Exercise independent judgment and discretion in interpreting contract terms, recommending negotiating positions, and determining when a matter must be escalated to Compliance, Legal, or executive leadership.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Education / Experience Qualifications:

• A Bachelor’s or Associate’s Degree plus two years of experience in related field is required. Degree in Finance, Healthcare Administration, or Business Management, or Facility Management is preferred.
• A minimum of two years’ contracts work experience is required.
• If in recovery, one year of continuous sobriety is preferred.

Physical Requirements:

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift to 25 pounds.
• Able to sit, stand and type for extended periods of time.

Knowledge, Skills and Abilities:

• Ability to operate autonomously and deal with extremely confidential information.
• Excellent written and oral communication skills.
• Must possess the ability to follow directions well and make independent sound decisions when necessary.
• Organizational skills, self-motivated, and analytical with strong attention to detail.
• Able to handle and prioritize multiple tasks at one time.
• Must possess excellent customer service skills.
• Must be computer literate and familiar with most Microsoft products such as Power Point, Excel, and Word. Proficient with contract management systems.
• Demonstrate versatility and flexibility in a busy environment.
• Working knowledge of contract terms, insurance and indemnification requirements, and the healthcare regulatory requirements applicable to vendor and consultant relationships.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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