ST. CHARLES HEALTH SYSTEM, INC.

JOB DESCRIPTION

TITLE:                                      Contracts Administrator Legal Department

REPORTS TO POSITION:       Manager, Administrative Operations

DEPARTMENT:                         Legal

DATE LAST REVIEWED:          April 18, 2024

OUR VISION:                            Creating America’s healthiest community, together

OUR MISSION:                         In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                          Accountability, Caring, and Teamwork

DEPARTMENTAL SUMMARY: The Legal department is a service department that provides quality legal services to St. Charles. 

POSITION OVERVIEW: The Contracts Administrator – Legal Department at St. Charles supports management of the entire contracting lifecycle. This position will be the main point of contact for caregivers seeking administrative assistance. The Contracts Administrator - Legal will efficiently, and kindly, communicate with all caregivers needing assistance from the legal department. This position will additionally support the members of the legal department with administrative functions as may be assigned by department attorneys and/or the Legal Executive Assistant.

This position does not manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Maintains systems and procedures related to the processing and tracking of contracts, including contract management software, administration, and training.

Provides excellent support to all departments seeking contracts related assistance. 

Supports the entirety of the contracting process from initial questions through sending for signatures and saving documents in the St. Charles online contract repository. 

Provides daily management of contract management software including reporting. 

Completes administrative tasks including meeting scheduling and calendar maintenance, collects and distributes Legal Department mail, processes Legal Department invoices, and assists with all other administrative tasks as may be assigned by department attorneys and/or the Legal Executive Assistant.

Provides back-up and overflow support to the Legal Executive Assistant.

Provides excellent support within the Legal Department through professional and positive communications, clerical functions, project management, and problem solving to support service line and system support executives, as requested.

Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules, and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.). Facilitates and preserves joint commission required documentation within the St. Charles contract repository. 

Works with little or no supervision, and to make sound decisions. 

Works in a fast-paced work environment with frequent interruptions, always maintaining the highest level of confidentiality. 

Drafts reports, letters, minutes, and other materials. 

Role models, leads, and influences the organizational design and effectiveness of the “One St. Charles” operational model to promote interdisciplinary collaboration and shared accountability while continually improving the experience of patients, physicians, providers, and caregivers.

Supports the vision, mission, and values of the organization in all respects.

Supports principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate. 

May perform additional duties of similar complexity within their service line or assigned system support function within organization, as required.

EDUCATION           

Required:  High School diploma or GED.          

Preferred: Bachelors degree in related field.

LICENSURE/CERTIFICATION/REGISTRATION

Required: Ability to travel to business functions/trainings/meetings and all St. Charles worksites. 

EXPERIENCE

Required: Minimum of three years’ work experience in legal or business administration.

Preferred: N/A             

PERSONAL PROTECTIVE EQUIPMENT

N/A

ADDITIONAL POSITION INFORMATION:

Proven secretarial and organizational skills, composition, spelling, and punctuation skills.  Proficient in computer operation software, word-processing, Excel, and PowerPoint software. Interest and ability to learn new software technologies, including contract management software.  Must demonstrate the ability to be personable, work collaboratively with others, have a positive attitude, ability to multi-task, pay close attention to details, and be able to act in a professional manner and demonstrate excellent public relations skills. Demonstrates effective skills and understanding of Microsoft Office and other pertinent software applications. Demonstrates effective skills with communication, organization, and management of assigned work.

PHYSICAL REQUIREMENTS

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%):  Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

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