HCSS Contract Associate (Webster / Partial Remote) in Galveston, Texas at University of Texas Medical Branch

JOB DESCRIPTION

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Location: Webster, TX. This position offers a hybrid work arrangement, with partial remote work based on business needs.

The Contract Associate is responsible for managing a portfolio of low-to-moderate-risk contracts throughout the contract lifecycle. Working under the direction of the Contract Manager, this position supports institution-wide supply chain contracting initiatives, price files, and GPO data management while ensuring compliance with applicable laws and UTMB policies.

ESSENTIAL JOB FUNCTIONS

• Oversee and prepare contract documents from initial stages through execution for low to moderate-level contracts.
• Review, negotiate, draft, revise, and amend contracts to ensure compliance with State of Texas, UT System, and UTMB rules and regulations.
• Ensure contract documents and records are complete, organized, and audit-ready in compliance with applicable laws and institutional policies.
• Participate in the development and fulfillment of contract requirements.
• Support data management efforts, including maintaining price files and producing reports to track contract compliance, performance, and savings.
• Perform routine information gathering and reporting.
• Assist with investigating and resolving contract-related issues.
• Coordinate work across departments and act as liaison between UTMB and subcontractors to support contract fulfillment.
• Electronically maintain contracting files, records, and documentation.
• Monitor contracts throughout their lifecycle, including renewals, amendments, and terminations.
• Communicate contract information clearly to stakeholders and assist with resolving inquiries.
• Perform all other duties as assigned within the Contracting team.

MARGINAL OR PERIODIC FUNCTIONS

• Participate in UTMB Supply Chain process improvement projects.
• Participate in UT Alliance and GPO activities.
• Provide local and State reporting support.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong analytical and organizational skills with the ability to review, draft, and revise documents accurately while managing multiple deadlines.
• Clear and professional verbal and written communication skills for collaboration with internal departments and external vendors.
• Proficiency in Microsoft Office Suite and ability to learn contract management systems and supply chain tools.
• Strong documentation and record management skills to maintain electronic files and ensure regulatory compliance.
• Problem-solving ability to investigate and resolve contract-related issues efficiently.
• Strong attention to detail to ensure compliance and data accuracy.
• Basic negotiation skills with ability to support contract revisions under guidance.
• Ability to work effectively in a collaborative environment.
• Ability to prioritize work across multiple deadlines.

EDUCATION AND EXPERIENCE
Minimum Qualifications:
Two years of experience in a business or professional setting, or an equivalent combination of education and relevant experience.
Preferred Qualifications:
Bachelor's Degree.

LICENSES, REGISTRATIONS, OR CERTIFICATIONS
Required:
Must obtain C.P.S.M., C.P.P.B., C.P.P.O., CTCM, or an equivalent nationally recognized certification acceptable to UTMB within 18 months of appointment.
Preferred:
None.

SUPERVISION
Received:
Contract Manager with oversight by Director of Contracting and Purchasing.
Given:
None.

DECISION MAKING RESPONSIBILITY
Makes routine decisions related to administration and monitoring of low-to-moderate risk contracts within established guidelines. Escalates complex or high-risk issues as appropriate.

WORKING ENVIRONMENT AND EQUIPMENT
Standard office environment using standard office equipment.

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*HCSS is the in-house staffing agency for UTMB; therefore, this position is not eligible for TRS benefits. However, employees do have the opportunity to participate in the 401(k) retirement plan offered through HCSS.