At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.
At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.
Job Summary
Summary:The Brigham and Women’s Hospital (BWH) Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of over 1,400 faculty members, 21 divisions, nearly $200 million in annual professional gross clinical revenue, 350 residents and fellows, and more than $450 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.
The Contracts Coordinator is responsible for administrative and analytical support for all non-research contracts within the DOM, including professional services agreements, administrative services agreements, space leases, memorandums of understanding, letters of intent, faculty offer letters, and non-disclosure agreements. Responsibilities include summarizing needs and terms of current or potential contracts; corresponding with entities outside of DOM; reviewing contracts; facilitating document and information flow; and processing faculty offer letters. The Contracts Coordinator will assist DOM financial analysts to prepare reports on invoicing activity as well as current and aging accounts receivable. The Contracts Coordinator will also provide logistical support to the DOM Analysis and Planning Team by managing a network opportunities database and assisting with ad hoc reporting and analysis.
The Contracts Coordinator is responsible for monitoring multiple contract-related activities, managing documentation, and facilitating communication among team members to ensure the successful execution of contracts and related activities. Tracks and ensures the schedule, budget, and details of contract-related tasks are well organized. Analyzes data, prepares reports, and provides regular updates to the Contracts Team and collaborators. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.
Does this position require Patient Care? No
Essential Functions
In general, the Contracts Coordinator:
-Takes the lead in maintaining and monitoring multiple contract-related tasks, including facilitation among stakeholders, basic budgeting, and expenditures.
-Organizes, attends, and participates in stakeholder meetings.
-Ensures contracts and related documentation adhere to frameworks and all documentation is maintained and cataloged appropriately.
-Assesses and escalates contract-related risks and issues and provides solutions.
-Conducts research, maintains and analyzes data in systems, and develops reports to support the Contracts Team.
-Liaise with the Contracts team and key stakeholders to help define requirements, scope, and objectives that align with organizational goals.
-Assigns and monitors resources effectively to boost project efficiency and maximize deliverables.
With greater specificity, the Contracts Coordinator will:
Contract Review and Editing:
• Work in collaboration with the DOM divisions to understand the need for contractual arrangements and obtain the information needed to prepare new contracts.
• Review draft contracts and amendments, proposing edits as necessary for clarity and standard/preferred language compliance.
• Proofread contracts for grammar, syntax, and errors.
• Work closely with outside entities with which DOM is establishing or has established agreements to facilitate expeditious process and information exchange.
• Review draft agreements for standard/preferred language compliance.
• Process contracts for signature and invoicing.
Contract and Offer Letter Management:
• Coordinate communication concerning all aspects of DOM’s contracts (clinical, educational, administrative, and others) between the DOM Contracts Team and Division Administrators, DOM leadership, DOM Finance, and when applicable, contracting partners.
• Utilize reporting and data distribution tools to inform the ongoing evaluation, tracking, and financial reconciliation of active contracts and engagements.
• Monitor contract expiration dates to ensure agreements are renewed or terminated, as appropriate.
• Manage the centralized contract Access database (or replacement system) and suggest design changes to meet the changing needs of departmental activity.
• Monitor data collection to ensure proper collection, storage, and distribution of data.
• Assist, as assigned, in the maintenance of contract-related information on the DOM intranet site to ensure its relevance and assistance to the divisions.
• Ensure the integrity of folder structure, file naming conventions, and back-up documentation.
• Support the DOM’s faculty offer letter and responsibility grid process, including: Reviewing and editing drafted faculty offer letters; Reporting faculty offer letter activity to each division and to the Senior Director of Business Operations as needed.
Financial Management and Reporting:
• Draft and review simple financial statements in order to populate contract fee schedules.
• Prepare meeting agendas for monthly calls with each division and other recurring meetings.
• Process and distribute periodically released financial information utilizing reporting and data distribution tools.
• Coordinate the compilation and submission of data requested in annual surveys or Requests for Proposal and Requests for Information based on information in the agreements and/or provided by the divisions.
• Work with the relevant data sources and points of contact to compile data and generate robust, regular, and ad hoc reporting on DOM compliance programs and regular internal training (HealthStream) policy compliance.
Additional responsibilities may include:
• In collaboration with DOM Analysis and Planning and DOM Finance, maintain a dashboard of all network activity and associated contractual revenue and expense.
• Assist DOM as a HealthStream administrator.
• Establish and maintain department policy database.
• Assist with other assignments, tasks, and ad hoc reporting as required.
Qualifications
Education
Bachelor's Degree Related Field of Study required
Can this role accept experience in lieu of a degree?
Yes
Licenses and Credentials
Experience
Project management or project support experience 1-2 years required
Knowledge, Skills and Abilities
- Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
- Basic financial/accounting skills.
- Strong oral and written communication skills.
- Excellent interpersonal communication skills.
- Ability to work independently on assigned projects.
- Strong organizational skills.
- Astute attention to details and commitment to accuracy and integrity of all data, reports, and communications.
- Working knowledge of Microsoft Office Suite, with emphasis on Microsoft Excel, Teams, Word, and Microsoft Access programming and functionality.
- Knowledge of budgetary practices.
- Team player and willing to take on additional challenges if and when needed.
- Exceptional judgment and discretion in interacting with constituencies (internal and external) on sensitive political, fiscal, and confidential issues.
Additional Job Details (if applicable)
Physical RequirementsStanding Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%)
Remote Type
Hybrid
Work Location
1620 Tremont Street
Scheduled Weekly Hours
40
Employee Type
Regular
Work Shift
Day (United States of America)
EEO Statement:
The Brigham and Women's Hospital, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.