Contracting System Administrator

Role Responsibilities

We are seeking a meticulous and detail-oriented Contracting System Administrator to join a dynamic team. In this critical role, you will ensure that contract records are accurately maintained, compliant with relevant legislation and internal policies, and correctly integrated into our Contract Lifecycle Management (CLM) system.

This position requires a strong understanding of document and records management, excellent organizational skills, and the ability to work collaboratively with internal and external stakeholders. You’ll support end-to-end contract management processes, audit compliance, and records lifecycle duties that are key to operational integrity and service delivery.

The job responsibilities include:

Contract Records Management & Compliance

• Conduct thorough reviews of all contracts for completeness and adherence to AHS policies and legal requirements.
• Ensure contract data is accurately entered into CLM to maintain reporting reliability.
• Perform due diligence on "Requests for Contracts" to ensure compliance with the Delegation of Financial Authority (DOFA) and ensure all fields are completed.
• Train staff on best practices related to information and records management.
• Convert and migrate archived contracts and documents into current systems.
• Produce and analyze audit compliance reports and share findings with relevant teams.
• Offer guidance on procedures related to contract policies, approvals, and system use.
• Prioritize workloads based on contract execution dates, political priorities, and patient care impacts using critical thinking skills.
• Post all RFX (Request for Proposal) documents accurately to the APC system, ensuring due diligence and accuracy in all submissions.
• Enter, attach, and manage all documents in CLM and ensure timely posting of award information within 72 days.
• Prepare and send executed agreements to all relevant stakeholders in a timely manner.
• Create and manage envelopes and signature templates for contract signing and other legally binding documents through DocuSign.

Administrative and System Support

• Provide administrative support to Contract Coordinators, including documentation, reporting, filing, and contract monitoring.
• Manage the creation and closure of contract requests in CLM and track workflows via JIRA electronic ticketing system.
• Support Contracting activities by creating sites in CLM, tracking milestones, and ensuring proper contract documentation.
• Resolve vendor-related issues, ensuring proper signatures are obtained and executed contracts are received.
• Conduct vendor name verification and recommend necessary updates or merges in CLM and related systems.
• Maintain and configure Intranet posting updates and new pages for CPSM departments based on naming conventions and metadata updates.

Process & System Maintenance:

• Create and maintain internal process maps and standard operating procedures (SOPs) for the team.
• Develop and update SOPs for applications used within the Contracting portfolio such as DocuSign, CLM, APC, JIRA, and others.

Additionally, this position oversees the management of user access and account information within procurement systems. This involves the maintenance of corporately held accounts for all departments within Alberta Health Services, including those for Grand & Toy and Amazon, as well as the setup of external customer accounts for external purchasing portals and access to Oracle roles and responsibilities.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: 
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf

Agility: Anticipate and proactively respond to changing priorities and circumstances. You will create opportunities for improvement, support your team through transitions, and integrate change effectively into daily operations.

Develop Networks: Identify and nurture key stakeholder relationships. By engaging a broad range of voices and perspectives, you will ensure decisions are inclusive, informed, and communicated clearly.

Drive for Results: Deliver high-impact outcomes aligned with APS goals. You take ownership of your work, set performance standards, and lead initiatives that serve the best interests of Albertans, even when they challenge the status quo.

Develop Self and Others: Commit to continuous learning and knowledge sharing. You will reflect on your performance, coach, and mentor your team, and contribute to a culture of development and collaboration.

Qualifications

Minimum Recruitment Standards
High school diploma in business and supply chain management, plus three years of related experience.

Equivalencies: Directly related experience or education considered on the basis of: 

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

The following experience is required: 

• Proficiency in Contract Management Systems with extensive expertise and hands-on experience.
• Experience in utilizing Windows and all Microsoft Applications, with intermediate proficiency in DocuSign.
• Demonstrates an advanced understanding of Public Procurement practices and Canadian trade agreements.
• Possesses exceptional verbal and written communication skills, effectively engaging with diverse stakeholders including staff, management, and vendors.
• A customer-centric approach coupled with strong teamwork capabilities.
• Demonstrates initiative and discretion in handling confidential information, while being proactive in executing assigned tasks.
• Thrives in a fast-paced environment, adept at prioritizing tasks to meet deadlines effectively.

 
The following are considered assets: 

• Proficiency with Contract Life-Cycle Management (CLM) processes at an intermediate level.

The following experience will be given preference:

• Experience in health organizations of significant size.
• Experience with Oracle or other ERP systems.
• Post-secondary diploma (2 year) in business or supply chain management.

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This is a full-time position working 36.25 hours per week.

If a security screening is required:
•    Final candidates will be required to undergo a security screening.
•    (Optional: Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.)

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

• Working for the Alberta Public Service – https://www.alberta.ca/advantages- working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) - https://www.pspp.ca
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits    
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs