HCSS Contract Associate (Webster / Partial Remote)
JOB DESCRIPTION
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.
