Vendor Manager (Remote)

LOCATION:  Remote – This is a home based, virtual position that operates within the hours of 8:30am-5:00pm Eastern Standard Time (EST). Vaya Health welcomes applications from NC, SC, GA, TN, VA, MD, and FL residents.

GENERAL STATEMENT OF JOB

The Vendor Manager helps to develop and administer Vaya’s new vendor management program under the oversight of the Contracting and Vendor Management Director. The primary goal of Vaya’s vendor management program, which is housed in the Contracts Team, is to create efficiencies, drive service excellence, mitigate risks, and gain increased value from our designated providers and vendors, including subcontractors. 

The Vendor Manager will be responsible for (1) overseeing designated vendor relationships; (2) collaborating with Vaya’s business units to identify and select quality vendors (3) analyzing current vendor performance against organizational needs, expectations, and contractual key performance indicators, (4) establishing, updating, and implementing standard operating procedures and job aids, (5) organizing and tracking documentation between Vaya and vendor, (6) working with internally-designated points of contact to negotiate favorable rates for the organization, (7) managing the onboarding, training, monitoring, and assessment of vendors within the electronic contracts lifecycle management system, (8) providing customer service to, and maintaining open lines of communication with, other Vaya Health departments, and (9) supporting other Contracts Team operations, as needed. In this role, the Vendor Manager works closely with internal business units and the Contracting and Vendor Management Director and the designated Contracts Manager and Contracts Specialist to execute these responsibilities.

ESSENTIAL JOB FUNCTIONS

Vendor Relationship Management:

• Participate in and oversee the implementation, training, utilization, and maintenance of a new supplier (vendor) relationship management module (SRM)
• Manage organization, storage, and archiving of all Vaya Health contracts existing in paper form in compliance with records retention requirements
• Utilizing Vaya’s electronic SRM module, monitor vendor risk and application of risk mitigation strategies; and track vendor performance, contract breaches, service level agreements, data security assurances (SOC2/HITRUST), and other compliance requirements for designated vendor contracts 
• Oversee the training of staff on SRM workflow processes and electronic SRM module system
• Liaise with and maintain professional working relationships with existing and prospective vendors
• Report on the content and status of vendors, including development and preparation of periodic reports for Executive Leadership, the Board of Managers, and NCDHHS
• Work with the Vaya Finance Department to approve invoices and ensure timely and accurate payment

Vendor Oversight:

• Assist the organization in maintaining accountability for Vaya Health’s and third-party contractual requirements
• Monitor and verify continued compliance with contractual requirements, SLAs and KPIs
• Develop training plans, curricula, and evaluation methodologies for vendors
• Ensure onboarding and training of vendors
• Assess vendor performance and risk in key areas
• Conduct, or support internal points of contact with conducting, prior assessments and reviews with prospective subcontractors 
• Provide oversight over vendor contracts, and develop scorecards to evaluate the vendor’s contract performance 
• Assist internal points of contact with the development of, update of, maintenance of, tracking on, and reporting on an oversight plan for activities for each vendor

Procurement and Documentation:

• As requested by the Contracting and Vendor Management Director, develop staff and vendor (including subcontractors) trainings, education, and written guidance on contracting matters affecting the organization
• Assist the Contracting and Vendor Management Director in developing, reviewing, updating, and managing Vaya Health vendor management program policy, procedures, templates, forms, training plan, performance indicator metrics, contracting risk management strategies, and other measurements
• Develop and review other Vaya Health policies, procedures, forms, and templates to ensure compliance with applicable laws, rules, and regulations and to minimize potential risks and liabilities for the organization

Other Duties as Assigned.

Note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

KNOWLEDGE, SKILLS, & ABILITIES

• Dynamic individual and strong team player who understands the position, respects boundaries, welcomes collaboration, searches for compromise, remains respectful, maintains a positive attitude, and demonstrates the ability to work harmoniously with a diverse workforce 
• Ability to maintain effective working relationships; to work objectively and impartially with individuals representing various departments, third-parties, issues, or views; and to provide practical, thorough, and creative solutions to work tasks
• Attention to detail, exceptional organizational, interpersonal, and writing skills, good judgment, and discretion on all aspects of work
• Solution-focused and committed to self-accountability 
• Problem solving, negotiation, arbitration and conflict resolution skills are essential. A high level of diplomacy is required to effectively negotiate rates. 
• Flexible worker who readily accepts assigned tasks, manages unfamiliar situations, and searches for every opportunity to help the team
• Effective communicator who respects others’ ideas and practices active listening to solve problems, improve processes and retain information such as instructions, procedures, and expectations
• Excellent time management skills, including the ability to manage competing priorities and to complete tasks in a timely and accurate manner
• Highly productive and motivated individual who takes pride in a job well done
• Maintain working knowledge of federal and state laws, rules, regulations, court decisions, policy guidance, accreditation standards, and other legal authorities affecting the management of contracts for the organization
• Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and rules
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures
• Knowledge and advanced proficiency in Adobe and Microsoft Office 365 products (Word, Excel, Outlook, PowerPoint, Teams, Visio, etc.) 
• Familiarity with supplier relationship management applications, contract management platforms, DocuSign, SharePoint, and Navex Global ((PolicyTech, Ethics Point) software products a plus Willingness to travel as needed

QUALIFICATIONS & EDUCATION REQUIREMENTS

Bachelor’s Degree in Business Administration or related field with:

• At least five years of related work experience
• Vendor management experience required

OR        

Master’s Degree in Business Administration or related field with:

Preferred experience:

PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading. 
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists, and fingers. 
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time. 
• Mental concentration is required in all aspects of work. 

RESIDENCY REQUIREMENT:  The person in this position must live in NC, SC, GA, TN, VA, MD, or FL.

SALARY: Depending on qualifications & experience of candidate. This position is exempt and is not eligible for overtime compensation. 

DEADLINE FOR APPLICATION: Open Until Filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.

Vaya Health is an equal opportunity employer.