Contract Administrator Jobs

In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference.

Position Summary

The Contract Administrator is responsible for managing and executing contract management, contract negotiation, and contract compliance for all construction management related projects overseen by the Office of Construction Project Management. The incumbent will serve as the primary point of contact ensuring that contract terms are consistent with TCRHCC’s contracting policies and negotiated within established legal, financial, and accounting guidelines. The incumbent will work across multiple departments to ensure all contractual needs, scope of work, and deliverables are met. The incumbent will serve as the subject matter expert on all contractual matters and be required to provide legal interpretation of contracts.

Necessary Qualifications

Education

Must have a bachelor’s degree in Business Administration, Finance, Accounting, Healthcare Administration, Public Administration

Experience

Two (2) years’ experience in contract negotiation, management, law, terminology and language, construction operations, and Microsoft Office Suite

License/Certification

Must have a current and valid state driver’s license with no restrictions

Other Skills and Abilities

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas

• Possession of high ethical standards and no history of complaints.
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
• Must possess a high degree of integrity and trust along with the ability to work independently.
• Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• Establish and maintain effective and positive work relationships with department, organization, and others.
• Ability to provide a high-quality customer service by maintain professional communication with staff, management and representatives and providing regular status updates.
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
• Ability to investigate problems, disputes, and/or violations, and recommend appropriate resolutions.
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.
• Safeguard sensitive and confidential company information.

MENTAL AND PHYSICAL EFFORT

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

Physical

This position requires frequent sitting, walking, standing, reaching, and maintaining balance. Occasionally the job requires driving, climbing, kneeling, crouching, testing bending and carrying. Incumbent must be able to lift, push and pull for greater than ¾ day up to 24 lbs.; and, occasionally lift-up to 50 pounds. Requires availability for responding to emergencies at night (sleep may be disrupted). Sensory requirements for this position are to have the prolonged ability for hearing normal speech and telephone use. Must be able to frequently utilize far vision, near vision, and color vision. Incumbent must be able to occasionally have the ability for depth perception, seeing fine details, and hearing overhead pages thru loudspeaker. Incumbent will need to have the ability to lift-up to 25 lbs. for prolonged periods of time and occasionally lift-up to 50 lbs. Must have the ability with hand manipulation of prolonged periods of simple grasping and use of keyboards. Must occasionally be able to use hands for firm grasping and fine manipulation. Incumbent must be able be flexible with schedule to meet the needs of the unit.

Mental

Exercise independent judgment to ensure high standards for facility safety and accessibility, which significantly impacts the environment for patient care and services; may deviate from existing department or corporation practices to resolve operating problems. Incumbent must be able work prolong times during work day to cope with high levels of stress; make decisions under high pressure; cope with anger/fear/hostility of others in a calm way; manage altercations; concentrate; handle a high degree of flexibility; handle multiple priorities in stressful situations; and, demonstrate high degree of patience. Must be able to frequently work alone. Incumbent may occasionally need to be able to adapt to shift work, accept flexible schedule to meet unit needs; and, work in areas that are close and crowded.

Environmental

Incumbent may be frequently exposed to infectious diseases; dust, fumes, gases; extremes in temperature or humidity; and, hazardous or moving equipment. Incumbent may occasionally be exposed to chemical agents; unprotected heights; and, loud noises.

ESSENTIAL FUNCTIONS

• Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction
• Act as a liaison between TCRHCC and legal and assists legal counsel with contract administration activities.
• Streamline the contract negotiation process with key stakeholders across departments, including finance and revenue operations.
• Provide monthly subcontractor document tracking information (payment hold list) to accounting and analyze price proposals, financial reports, and other data to determine reasonableness of proposed prices.
• Work closely with the Grants Department to ensure all reporting requirements for grant funded projects, i.e. federal, state, and private, are accomplished.
• Coordinate and collaborate with internal stakeholders across multiple departments by providing professional guidance in customer and vendor contracts by interpreting contract terms and conditions, prospective contractor’s qualifications and credentials, and correspondence to identify risks and opportunities to minimize TCRHCC liability.
• Manage the full contract lifecycle by creating a wide variety of legal templates, negotiating, guiding through the approval and signature process, and drafting new agreements, amendments, and addendums.
• Administer contract applications including developing automated contract approval process, templates, keyword tagging, archiving record retention, renewal and termination of contracts, and compiling Navajo Nation, Tuba City Chapter, State, Federal sales tax reports.
• Manage subcontractor contracts and other related documents while assisting with accounts payable and accounts receivable; and issue Request for Proposal (RFP) and Request for Qualifications (RFQ).
• Lead and facilitate contract review meetings to convey any changes/renewals/terminations, etc. to proper parties and discuss contract issues and concerns.
• Periodically review and update contract policy and manage compliance with policy/procedures with understanding and compliance to federal, state, and local legal requirements.
• Travel to construction site to attend construction project management meeting, as needed
• Provide weekly updates to Senior Project Manager on the status of subcontractors’ subcontract-related documents and assist with department and subcontractor OSHA and safety compliance by tracking and filing relevant documents (OSHA 300A, safety plan, job hazard analysis, licenses).
• Comply with established policies, procedures, rules and regulations.
• Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
• Complete donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
• Manage the distribution of subcontracts, track fully executed subcontracts and related documents, and maintain shared files/folders.
• Use the established procurement software to monitor blanket purchase orders specific to each contract to assure payment requests are submitted accurately and timely to maintain vendor satisfaction, while working with Finance in construction project budgets, and close out.
• Ensure all required documents are executed, i.e. Professional Service Agreements, Business Associate Agreements, and licensing; acquire and manage company project bonds, builders’ risk, and insurance certificates and reports, assist with the building permit process, and compile and track company hard bid results statistics.