Contract Specialist

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values – integrity, patient-centered, respect, accountability, and compassion – must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

• Processes purchase requisitions to procure goods and services in a timely manner consistent with departmental standards. Reviews, prioritizes, edits and processes purchase requisitions in accordance to departmental procedures assuring completeness and accuracy of specifications, quantities, contract compliance, product quality and delivery requirements. Identifies and assists recommending vendor and product alternatives for non-contract commodity purchases. Specific functions for Sourcing Specialist II on the Facilities & Capital team: strong working knowledge of and (if needed) ability to train on the Strata Jazz capital budgeting system;
  
  individual cost-avoidance exceeding $1,000,000 on capital purchases in a fiscal year; benchmarking capital quotes using the ECRI and/or Vizient resources; attending and organizing capital meetings throughout the Health System; negotiating with vendors; meeting with vendor reps to discover new opportunities for standardization and savings.
• Assures timely delivery of products. Reviews open order reports and communicates with vendors as necessary, taking steps to assure timely delivery of products as needed. Advises requestor of any delays in delivery.
• Assures that pricing is consistent with existing contracts and the Materials Management System purchase orders and item files reflect accurate pricing. Reviews exception reports daily, making timely adjustments to purchase orders and item files as appropriate. Maintains item and vendor files for ensuring accurate vendor ship to, bill to address, pricing, packaging, catalog numbers, etc.
• Works with vendors, Contract Specialists, SC Analytics, and users to ensure a competitive price is being paid on non-contract items. Coordinates with Contract Specialist to determine when contract bids should occur. Coordinates competitive bids as deemed appropriate by Strategic Sourcing Manager. Utilizes benchmark tools to ensure prices paid are competitive (i.e., ECRI, Vizient, Aptitude).
• Processes service contracts for assigned area (Gen Med, Perioperative Services, Cardiac/IR, Pharmacy, ITS, Facilities/Capital, Purchase Services & HR, Ancillary & Medical Equipment) and associated purchase orders.
• Assures thorough and ongoing communication with users regarding delivery dates, price changes, contract updates, use of substitute items, vendor performance, day-to-day problem resolution and other pertinent information.
• Interacts with vendors to assure thorough and ongoing communication with customers from each Hospital and Yale New Haven System. Monitors vendor performance on a regular basis and communicates problems as appropriate. Executes obsolete inventory, recall inventory, and damaged goods returns for credit. Investigates prolonged backorder for resolution (potentially sourcing for an alternative product or vendor) and reports out. Oversees transition of alternate and/or substitute product upload and discontinue in Lawson workflow.
  
  Manages allocation formula with supplier to ensure maximum availability is obtained, tracked, and reported. Maintains accurate vendor performance pertaining to vendor representatives’ names, telephone numbers and addresses.
• Continuously strives for improvement in the quality and scope of services provided by Corporate Supply Chain. Maintains and analyzes workload and quality improvement statistics. Recognizes new trends in practice and systems and works with Strategic Sourcing Specialists, SC Analytics and users to implement the same. Interacts with the users to assure that their needs are met. Assures that all record keeping is accurate and properly maintained to track purchases, pricing, etc.,
  
  and to resolve problems and enhance accountability of staff. Maintains Supplier Portal database information for suppliers associated with assigned service lines.
• Maintains…