Administrative Coordinator II (Contracts Policy and Review Office) Corporate -Full-Time -Days- Hybrid

Administrative Coordinator II (Contracts Policy and Review Office) Corporate-Full-Time Days-Hybrid

The Administrative Coordinator II will serve as a prime contact person for the Contracts Policy and Review Office. The Administrative Coordinator II is responsible for maintaining contract records and tracking systems, assisting with contract lifecycle management, and facilitating the contract review and archival processes. This individual will be the Department’s technical expert for the Mount Sinai Health System (MSHS)’s contract management software.  The Administrative Coordinator II reports to the Senior Director of the Contracts Policy and Review Office of The Mount Sinai Health System.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Managing the workflow in the contract record and tracking system daily to ensure the orderly flow of information throughout the departments within the Mount Sinai Health System, for the purposes of routing, reviewing, and processing contracts.
2. Performing administrative and office support activities including but not limited to:
   1. Answering, directing, and documenting phone calls
   2. Preparing reports for analyses as needed by the team leadership 
   3. Working independently to facilitate the review process by gathering information, following up as needed with internal and external parties, and preparing documents for review.
3. Ensuring effective conversion of documents from PDF to Word or other formats, including proofreading where appropriate. 
4. Assisting with the filing of documents and emails related to the review process.
5. Maintaining electronic database records of the contracts reviewed, processed, and executed by CPRO.
6. Processing approved and signed contracts and forwarding documents to the business owner via MediTract (the current contract lifecycle management system used by Mount Sinai).
7. Places and answers telephone calls with a thorough knowledge of the office’s policies and protocols. 
8. Provide guidance to Departments on the contract submission process.
9. Serve as the departmental technical expert for Mount Sinai’s contract management software: designing the workflows within the system, training others throughout the system on how to use the system, activating agreements within the system, and coordinating with the external vendor when there are issues with the system. 
10. Participating in the maintenance and enhancement of standard operating policies and procedures for the MSHS’s contract management operations. This includes but is not limited to, maintaining the Department’s standard contract library, standardizing information required for submission, preparing training materials, and communicating to business owners which documents are required for a complete contract file, thereby ensuring quality, transparency, efficiency, consistency, and compliance for the contracting review process.
11. Serving as a resource to business owners for the most recent templates and current contract policy protocols, maintaining cooperative working relationships. 
12.  Performing other related duties as assigned.

ESSENTIAL FUNCTIONS OF POSITION

1. Ability to perform duties and responsibilities promptly and consistently with little direct supervision in planning and organizing their work. 
2. Ability to judge the appropriate action in response to changes, circumstances, or problems.
3. Ability to effectively manage change and be capable of implementing new courses of action.
4. Ability to effectively keep management informed and escalate as appropriate.

Education

• Bachelor’s degree required, or ten (10) years of relevant work experience in lieu of a bachelor’s degree. 

Experience

• Minimum of 5 years of experience in project management, working with contract lifecycle management systems or contract management/review preferred.

Skills

Strong project management skills; excellent analytical and problem-solving abilities; results-oriented, data-driven problem-solver, exceptional communication and interpersonal skills; ability to build relationships with diverse stakeholders; strong organizational skills, and attention to detail. Proficiency with Microsoft Office Suite and Adobe required. Experience with MediTract or other Contract Lifecycle Management Systems is strongly preferred.

Additional Information

Must be able to work collaboratively in a fast-paced environment and manage multiple priorities. Flexibility in work hours may be necessary to accommodate project deadlines and meetings with stakeholders. 

REQUIREMENT/PHYSICAL DEMANDS

1. Ability to achieve succ