Contract Coordinator

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools, and companies that make the world better every day.

Position Overview

The Health Contract Coordinator supports the Operations Manager(s) and Health Services Contract Manager(s) in the coordination of activities needed to support contract delivery. 

These activities range from scheduling, travel arranging, task management and more for multiple contracts and clients. This is a key role in ensuring we are fulfilling the needs of the programs, contracts and clients by providing continuous and timely support. The Coordinator would frequently use software to manage staffing requests, schedule shifts, track task authorizations and update HCP user accounts and credentials. 

Responsibilities

The Health Contract Coordinator, under the direction of the Operations Manager and Health Services Contract Managers, supports Operational functions which may include, but not limited to, the following:  
•    Use Project Management tools to track and monitor Customer Task Authorizations and subsequent contract task documentation processing:
•    receiving
•    logging
•    response coordination
•    review and preparation for submission
•    submission to customer
•    reporting for Calian stakeholder or customer purposes
•    Review invoices for Supply Arrangement contracts against Task Authorization tracker; identify discrepancies for Contract Managers
•    Interfaces with Calian Divisional Services teams (e.g., Client Billing, Contract Administration, &/ Human Resources) to facilitate administration of contract documentation and reporting  
•    Monitor credential and security clearance compliance to ensure they are kept active and up to date in HCP database; obtain copies of credentials and upload to database.  
•    Collecting required onboarding documents (and annual renewals) from HCPs such as policy “read and signs”
•    Sourcing and identifying potential HCPs for work rotations; Communicate with HCP’s on availability
•    Use software for scheduling customer requests / needs
•    Assign shifts for shared resources on Supply Arrangement contracts such as ISC x 3, SHA, PHSA, NVHA, GON, etc. based on:
•        contract priority (financial penalties, value of customer account, urgency)
•        resource availability
•        cost (OT, travel in/out Hubs)
•    Approve timesheets, using schedule as cross reference; escalate to Contract Manager where there are unresolved discrepancies. 
•    Print photo IDs for HCPs to wear at customer worksite
•    Assist with creation and maintenance of critical process and protocol documentation 
•    Software/tools (Makeshift, Nexi, Deskflow, etc.):
•        Add/manage users
•        Create new forms (where applicable)
•        Routine maintenance
•        Quality Assurance
•        Password resets
•        Coordinate IT requests for new direct hires (email accounts, hardware/software required)
•    Facilitate travel bookings for HCPs on assignment in accordance with contractual requirements and restrictions. Act as primary point of contact for travel adjustments due to weather or schedule changes for HCPs in transit.
•    Fulfill other duties as required to support the organization. 

Qualifications

•    College Diploma or University Degree in a related field or equivalent experience 
•    1-3 years of experience in customer service and administration
•    Experience working with contracts
•    Ability to prepare and interpret schedules and detailed process plans  
•    Excellent organizational, customer service, written and oral communication skills 
•    Experience with project management tools, Applicant Tracking Systems and Customer Relation tools is an asset 
•    Occasional travel may be required
•    Excellent English communication skills (verbal and written).  French is an asset
•    Proficiency using computerized information systems, internet, Microsoft Office applications, and electronic spreadsheets is required
•    A clear sense of urgency to achieve results.  A “can-do”, “let’s make it happen” attitude and a focus on a positive customer experience 
•    Ability to think proactively, critically, and independently to make good decisions 
•    Exceptional attention to detail and committed to a high degree of accuracy. Must be able to gather, prioritize and analyze information skillfully 
•    Detail oriented, self-motivated and the ability to work well under limited direction  
•    Strong collaboration and teamwork ability  
•    Keen sense of time management and flexibility  
•    Excellent documentation skills and attention to detail. 

Job Title: Health Contract Coordinator
Requisition Number: 1877
Date: May 30, 2025
Location 1: Ottawa, ON
Remote: Yes
Business Unit: Health 
Department: Health Services
Job Type: Full-time
#LI-CH1#
#SF#