IT Vendor Management Specialist

IT Vendor Management Specialist/Contract Development and Compliance

[Raleigh, NC] |   2023-11-01 13:44:18

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Job Code : 2023-MY3TECH1466

Job: Contract Development and Compliance

Location: Remote

Duration: Long Term

IT Vendor Management Specialist – Contract Development and Compliance Job Description

The IT Vendor Contract Development and Compliance Specialist (IT-VCDCS) will be responsible for ensuring that the impact of new or upgraded IT systems contracts are effectively managed to support the delivery of desired business and technology outcomes and that IT contracts are developed in alignment with vendor performance management expectations and Centers for Medicare & Medicaid Services (CMS) outcome-based certification requirements. 

The IT-VCDCS plays a pivotal role in supporting contract and program stakeholders by providing guidance and expertise on the Vendor performance program and framework and serves as a Medicaid Enterprise System (MES) program liaison throughout the procurement process. Additionally, the Specialist has responsibility for supporting DHB business units with contract and amendment development; participating in the evaluation process for competitive solicitations; performance metric education; and risk mitigation. The Specialist will support multiple projects within DHB to support the NC Medicaid Program.  The role will also support a variety of IT vendors, Information Technology Division (ITD) and DHHS Department of Information Technology (DIT).  

This role may interface with DHB leadership, staff, DHHS Subject Matter Experts (SME), and other stakeholders as required to complete the work. This role is focused on managing and monitoring integration efforts and compliance. Participation in drafting procurement documentation (e.g., Requests for Information, Invitations for Bids, Requests for Proposals and Requests for Quotes) is a key aspect. Interface with business stakeholders will occur daily.

Key Responsibilities

As a member of the DHB Contract Management and Procurements Unit, work includes consulting with DHB leadership, business owners, and other stakeholders in obtaining contract services, technical consulting services, facilitating evaluations, training, guidance and recommendations for improving procurement operations, while ensuring fiscal responsibility. 

I. Contract Development and Procurement Management

Resolve contractual and interpretive differences between vendors and business units

Develop procurement documents and recommend procurement strategies 

Provide support to ensure contract objectives align with key stakeholders’ expectations and provide project status throughout the contract development phases

Knowledge of IT procurement best practices, rules and regulations, Division policies and procedures, and market conditions 

Evaluate and analyze bids, coordinate source selection activities and recommend award

Exhibit strategic thinking capability with strong leadership and negotiation skills 

Perform risk analysis and recommend action to minimize risk

Participate in vendor protests regarding vendor selection and contract awards

Perform analysis of total cost of ownership of IT commodities, services and equipment 

Lead the execution of the strategic sourcing methodology for high-value, complex requisitions, collaborating with State Procurement and end-users as required / appropriate 

Apply sound business judgment and work in a deadline-oriented environment 

II. IT Contract Management

Review and assist with negotiating contracts and contract amendments, in all areas of complexity, with minimal supervision 

Provide recommendations on business risks to contract owners, coordinate appropriate additional reviews from departments such as Security, depending on contract type

Ensure compliance with Federal/State Policies and Standard Operating Procedures 

Evaluate vendor documents to determine acceptability based on business unit needs and Federal/State standards

Develop and promote strategic partnerships with stakeholders

III.  IT Contract Monitoring

Organize, deconstruct, interpret and monitor contracts and clauses to drive standardization

Contribute to the identification of opportunities for improving the operation of the contract 

Contribute to the identification of instances where contract requirements have not been met, addressing remedial action

Recommend future remedial or corrective action in alignment with the Terms and Conditions of the contract 

Assist in drafting contract documentation and related correspondence for audit and management purposes             

IV. Program Management

Assist in the planning, design and implementation of a Vendor Performance Management program including the policy, framework and procedures 

Contribute and execute overall strategy and vision of the Vendor Management team (VMU)

Review vendor risk assessment outputs to ensure risk has been appropriately assessed

Aid in design, creation and delivery of VMU training to internal stakeholders

Ensure VMU documents and activities are performed in compliance with applicable laws, regulatory standards and company policies and procedures

Participate in team’s preparation and involvement in regulatory examinations 

Challenge and provide process improvement strategies on existing procedures and processes across the team to achieve efficiencies 

Understand Business Continuity Planning, Inherent Risk and Entity Level Controls 

Knowledge of Enterprise IT Systems, system integration principles and associated change management best practices.

Required

5

Years

Ability to provide project management support and manage the day-to-day vendor and contract activities to ensure desired outcomes

Required

5

Years

Previous experience in a Third-Party Risk Management (TPRM), Procurement and/or Vendor Management environment a plus

Required

5

Years

Previous experience with process optimization

Required

5

Years

Knowledge of Project Management principles and best practices

Required

5

Years

Demonstrated ability to manage multiple priorities and projects, function in a fast-paced moving, constantly changing, deadline-driven environment

Required

5

Years

Extensive knowledge of Business Analysis (BA) principles and best practices

Required

5

Years

Knowledge of IT TPRM principles and best practices

Required

3

Years

Knowledge of IT Service Management (ITSM) principles and best practices

Required

5

Years

Skills in persuasion, negotiation, relationship management, and conflict resolution, as well as effective oral and written communication at all levels

Required

5

Years

Ability to read, analyze and interpret financial reports and/or legal documents.

Required

5

Years

Proficient use of Microsoft Project, Word, Excel, Visio, PowerPoint, Access and Adobe software

Required

7

Years

Superior quantitative and analytical skills