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Analyst - Vendor Oversight and Contract Administration in Southfield, MI at AF Group

Date Posted: 7/11/2018

Job Snapshot

Job Description



SUMMARY:



The purpose of the Vendor Oversight & Contract Administration (VOCA) Department is to support the business model strategy to significantly reduce costs and improve national offering attractiveness to customers. Provide vendor oversight and structure and governance, and address continuous improvement opportunities. Improve existing function performance by developing contract administration process and controls, leveraging the corporate procurement source-to-settle model.

In our operating model, strategies from business owners are used to create a vendor contracting roadmap and action plan. Monthly updates are provided as business strategies change. VOCA partners with subject matter experts in the business, Corporate Procurement, Office of the General Council (OGC) and Office of General Audit and Corporate Compliance (OGACC) to oversee contract development and monitoring vendor performance to contract terms, aligned with business operations execution. We focus on two key areas: vendor oversight and contract administration.

Vendor oversight: Structure & governance includes vendor issue escalation, performance reporting, compliance and audit. Invoice to requisition management standardizes payment processing, provides transparency to current budget alignment and input to future bid and budget targets.

Contract administration: Process & controls leverage corporate policies to establish best in class contracts in partnership with business strategy leads, business leads, corporate procurement, OGC, OGACC, stakeholders and vendors.

Responsible for assisting and supporting management in the evaluation, recommendation, establishment, implementation and analysis of new and improved production workflows, work processes for systems, reporting and new products/programs to improve customer service levels and overall quality.



RESPONSIBILITIES/TASKS:



The Analyst will be responsible for assisting and supporting the VOCA department by:


  • Assist and support in the development of vendor scorecards, tracking to ensure scorecards are deployed with the required timeframe, reporting of scorecards at risk of being deployed on time.
  • Assist and support with audit and compliance activities, tracking to ensure audit and compliance activities are deployed in the required timeframe, reporting of audit and compliance items at risk of begin completed on time.
  • Assist with the maintenance of a centralized repository for all contract administration related documents.
  • Assist with the coordinate and tracking of requisitions and invoices for vendor payments ensuring all invoices are being paid appropriately and in accordance with the vendor contract. Assist with consolidating vendor requisition and invoice information for monthly reporting.
  • Monitor the departmental mailbox, triaging and tracking activities.
  • Produce workload balancing reports.
  • Schedule and facilitate with vendors and key stakeholders as necessary. Document meeting minutes and maintain a RAID log to track Risks, Actions, Issues and Decisions for follow up and tracking.
  • Support audit and compliance process by collecting required information.
  • Track and follow up to ensure timelines are met for assigned activities.
  • Work with team members to ensure that plans are developed, controlled, and executed in a timely manner and expectations are met.
  • Monitor project status for significant deviations in quality, cost or schedule.
  • Interface with various departments, senior management, and vendors to provide value and support for continuous improvement.
  • Responsible for leading projects and teams to produce desired results.
  • Create / update policies and procedures to support departmental activities.
  • Develop and improve workflows and business processes to improve customer service, decrease costs, and improve quality and efficiency.
  • Provide leadership team with status of various projects.
  • Assist with scheduling travel and completing expense reports.
  • Assist personnel (both internal and external) by answering questions and supplying information.
  • Represent department and division as requested on work groups and special assignments.
  • Develop and maintain an effective working relationship with internal customers and vendors.
  • Other duties include ability to lead, oversee activities, develop metrics to measure outcomes, identify and report risks.
  • Perform other related duties as assigned.

    This position description identifies the responsibilities and tasks typically associated with the performance of the position. Other relevant essential functions may be required.





    EMPLOYMENT QUALIFICATIONS:



    EDUCATION OR EQUIVALENT

    EXPERIENCE:



    Bachelor's degree in Business Administration, Economics, Health Care, Information Systems, Statistics, or a related field. Relevant combination of education and experience may be considered in lieu of degree. Continuous learning, as defined by the Company's learning philosophy, is required. Certification or progress toward certification is highly preferred and encouraged.



    EXPERIENCE:



    One year experience in a related field, typically in at least two of the following areas: financial analysis, planning, health care economics, health care policy, statistical modeling, business decisions, analysis, or business management. Experience in healthcare is preferred.



    SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:




  • Excellent analytical, organizational, problem solving, verbal and written communication skills.
  • Ability to work independently, within a team environment and with multiple priorities.
  • Proficient in current industry standard PC applications and systems (e.g., Microsoft Office, Excel, Word, PowerPoint, Access).
  • Ability to work closely with business team in understanding and resolving issues.
  • Ability to develop, implement, and monitor assigned work drivers.
  • Some travel to business locations may be required.
  • Excellent verbal and written communication skills.
  • Ability to lead and contribute to process improvements.
  • Excellent interpersonal skills necessary to interact with all levels of all personnel.
  • Ability to read and interpret documents such as policies, procedures, and guidelines
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of customers or employees of organization.
  • Other related skills and/or abilities may be required to perform this job.



    WORKING CONDITIONS:



    Work is performed in an office setting with no unusual hazards.

    The qualifications listed above are intended to represent the minimal skills and experience levels associated with performing the duties and responsibilities contained in this position description. The qualifications should not be viewed as absolute standards, but as general guidelines that should be considered with other position-related criteria.

    We are an Equal Opportunity Employer. Diversity is valued and we will not tolerate discrimination or harassment in any form. Candidates for the position stated above are hired on an "at will" basis. Nothing herein is intended to create a contract.

    Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled