Contract Specialist and Change Coordinator

Position Type:
Permanent

If you're looking for a fulfilling career that can make a real difference in your life, and the lives of others, you've come to the right place.

As a national health solutions partner, we put people first in everything we do - and that begins with our team of 8,000+ professionals who bring a cross-section of diverse life experiences and career expertise to Medavie. By collaborating and innovating together, our employees are creating industry-leading solutions in insurance, primary care and emergency medical services that impact millions of lives in Canada each year.

Our mission is to improve the wellbeing of Canadians so that every life can be lived to the fullest - and it's reflected in our award-winning culture. We celebrate individuality and value the diverse perspectives and skills our employees contribute. We go beyond providing competitive pay and comprehensive benefits to offer opportunities for personal and professional growth, flexible work options, meaningful experiences, and supportive leadership. Medavie is where employees can be their best selves, feel they belong, and achieve their full potential. Be part of it by applying for a position with us today.

The Contract Specialist & Change Coordinator works with the leadership team, shared services and the NB Provincial Programs Department, to manage and oversee contracts with clients and vendors. Responsibilities include reviewing and managing contracts throughout their lifecycle, ensuring compliance, maintaining records, collaborating with clients, as well as coordinating renewals, amendments, extensions, new business opportunities and negotiation support. This individual also serves as the primary point of contact for client change requests and related internal matters. By building and maintaining strong relationships with client representatives and internal partners, this role ensures effective contract management and supports a successful partnership with our clients.

Key Responsibilities:

Day to Day Management of the Contracts for NB Provincial Programs

• Oversee contract administration, including monitoring deliverables, deadlines, performance and compliance to ensure obligations are met.
• Manage contract lifecycle activities.
• Ensure regular service levels are met and service reports for clients are consistently completed and delivered as required.
• Monitor contract deliverables, deadlines and service levels and engage in discussions with leadership, teams and shared service areas should concerns be noted to determine required course of action to meet obligations.
• Support contract implementations, renewals, amendments, negotiations, request for proposal submissions and other related processes as required.
• Develop standardized processes, templates and reporting mechanisms and communicate with internal teams and others as required.
• Facilitate audit and compliance activities as required.
• Maintain and enhance a comprehensive contract and document management framework.
• Act as primary contact for clients on contract and contract related matters.
• Maintain positive and collaborative working relationships with the client, the internal leadership team and related departments.
• Are the subject matter expert and go-to person for the NB Provincial Programs contracts.

Management of Client Change Requests

• Act as main contact for provincial clients when they require change requests.
• Coordinate completion of Requirements Document's (RD) with clients and internal teams. Coordinate with Finance and Director on pricing for requested changes.
• Assign the RD to the appropriate business owners and coordinate the drafting and finalization of RDs, obtaining senior leadership approval and client sign off.
• Assign and oversee progress of approved RDs and liaise with leadership. the Project Management Office, Project Management Specialist, and internal partners on project progress, timelines and coordinate with finance on budget tracking.
• Monitor, track and provide regular RD progress reports to senior leadership and clients.

Business Continuity Oversight

• Ensure annual updates to the Business Continuity Plans (BCP) by business teams.
• Attend the annual tabletop test
• Communicate with leadership when situations arise that may require separate review and adjustments to the BCPs.
• Coordinate communication to clients in relation to BCP.

Privacy Management Oversight

• Act as primary day to day contact for privacy-related inquiries and compliance documentation.
• Coordinate privacy incident reporting, ensuring proper response and documentation protocols are followed.
• Coordinate with leadership, the Corporate Privacy Office and Provincial clients to submit incident reports and collaborate on privacy initiatives or inquiries..
• Maintain privacy training and training materials, ensuring materials are current and that training is tracked across relevant teams.
• Support and coordinate Privacy Impact Assessment (PIA) activities, including identifying when PIAs are required, assisting with documentation, and ensuring alignment with organizational privacy standards and legislative requirements

Other Responsibilities

• Other accountabilities may reside within this role, based on need.

Working Conditions:

• Typical office environment.
• Hybrid or Work from home permitted.
• In person meetings may be required.

Qualifications:

Education: Degree, or proven industry experience in Business Administration, Legal, or Paralegal.

Experience: 2+ years industry experience in contract coordination/management or a contract writing capacity.

Certifications: Certification in Project Management considered an asset.

Knowledge and Skills:

• Computer Skills: Agile in using the MS Office Suite of products.
• Communication Skills: Strong verbal, written and presentation skills that can be tailored to the audience. An active listener able to understand needs and priorities.
• Relationship Building: Ability to work positively in a collaborative atmosphere with internal teams and external clients, maintaining positive relationships through gaining trust, respect, rapport with professionalism, and understanding of political sensitivity. Capable of handling highly confidential subjects/issues professionally.
• Execution and Organizational Skills: Self-directed with strong planning skills and proven ability to multi-task, prioritize and meet deadlines.
• Conflict Management: Can handle disagreements constructively and find solutions or compromise while maintaining relationships.
• Analytical Thinking and Problem Solving: Ability to analyze, critically think and make timely decisions. Can generate options and focus on underlying interests.
• Performance Monitoring: Ability to track contract performance and deliverables with accountability, to communicate with required business partners on upcoming deliverables and activities.
• Language: English required, Bilingualism in English and French considered an asset.

Security Clearance Requirement: In conjunction with our contract with the Federal Government, you will be required to have Reliability Status Clearance (Enhanced Level B). This includes Fingerprinting, Criminal Record Check, Credit Check and you must have resided in Canada for at least 5 years and hold Permanent Resident or Citizenship Status.

#LI-VS1

#CBM1
This posting is for an existing vacancy within our organization / Ce poste est actuellement vacant au sein de notre organisation.

Pay Range:
61,221 - 68,873 CAD

The Base Pay range may vary depending on the successful candidate or other relevant job-related factors such as knowledge, skills, qualifications, experience and education/training. In addition to Base Pay, eligible Medavie employees may participate in various performance-based incentive programs. Payments under these programs are discretionary and subject to both individual and organizational results.

We believe our employees should reflect the communities we serve and welcome applications from candidates of all backgrounds. To provide the best experience possible, we will support you with accommodations or adjustments at any stage of the recruitment process. Simply inform our Recruitment team of your needs. We are committed to making sure recruitment, retention, advancement, and compensation are fair and accessible while following all relevant human rights and privacy laws . We appreciate everyone who has shown interest in this position. Only those selected for an interview will be contacted.

Our recruitment process may involve automated tools, including AI, to assist in screening applications.

If you experience any technical issues throughout the application process, please email: [email protected] .