PDHIS Contracts Analyst

PDHIS Contracts Analyst

Business Management (Core)

Burnaby, BC

Within the context of the Information Management/Information Systems (IMIS) shared services initiative between Vancouver Coastal Health (VCH) and BC Clinical & Support Services (BCCSS), the IS Contracts Coordinator monitors and maintains vendor contracts (software, hardware and licensing) and ensures appropriate and timely renewal and/or changes in accordance with IMIS policies and the direction of the Regional Manager, ensures compliance with policies and procedures, legal requirements, contract terms and reporting requirements, obtains and compiles information from vendors, reviews options and makes recommendations to assist in decision making.

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Within the context of the Provincial Digital Health and Information Services (PDHIS) lower mainland consolidated area that provides services to Provincial Health Services Authority (PHSA), Vancouver Coastal Health (VCH) and Providence Health Care (PHC) and Fraser Health Authority (FHA), this job orders capital equipment and associated maintenance agreements while maintaining a record of linkages between each. Responsibilities include monitoring and maintaining vendor contracts (software, hardware, and licensing), ensuring appropriate and timely renewal and/or changes in accordance with PDHIS policies and the direction of the Department, Technology Services Managers, and Technical Project Managers. Further responsibilities entail ensuring compliance with policies and procedures, legal requirements, and contract terms and reporting requirements. The PDHIS Contracts Analyst obtains and compiles information from vendors, reviews options and makes recommendations to assist in decision making, processes renewals for capital and operating purchases from quotes through to invoicing, performs basic financial analysis of contracts, updates the asset and contract database, and provides exceptional customer service.

Duties/Accountabilities:

• Maintains software and hardware contracts and licensing agreements by methods such as maintaining a database/spreadsheet to track renewal obligations, monitoring and prioritizing renewals and contract modifications, maintaining an awareness of end of term options and bringing it to the attention of the appropriate Manager, and contacting vendors to obtain information. Investigates a variety of matters such as incorrect invoices and expiry dates of contracts and maintains shared files with copies of all work associated with an order.

• Processes quotes and prepares paper work for purchase/lease of equipment and associated maintenance contracts by checking for accuracy and comparing them to previous quotes. Identifies changes, takes follow up action and refers to a supervisor or designate as appropriate.

• Performs basic financial analysis and calculations such as determining cost increase or decrease from previous years, including percent, calculating exchange rates and taxes, dividing total cost of a contract amongst various items to determine individual cost.

• Obtains information from vendors to assist in decision-making throughout the life of the contract (inception to end of term). Analyzes and compares options (i.e, equipment choices, pricing options, contract terms), compiles information for review by the Manager outlining alternatives, and makes recommendations. Requests quotes from vendors on small-scale requests.

• Provides assistance to others in trouble shooting/resolving order requests issues, liaises with management/other departments to initiate corrective action and/or refer complex problems to others, and helps educate other departments/individuals on correct processes to follow.

• Processes invoices and reconciles individual contracts by comparing actual invoices and expenditures to purchase orders. Ensures compliance with licensing terms and conditions and resolves or refers billing/invoicing issues. Reviews, extracts, and researches information in order to determine reasons for problems or discrepancies. Takes corrective action, identifies trends and/or problems and refers them to a supervisor or designate.

• Produces a variety of regular and ad hoc reports/status updates utilizing spreadsheet software (Excel) and/or database applications (Asset Manager, SM9, Service Now) to perform duties such as gathering and checking information, summarizing information into report form, recreating reports upon request, and forwarding for review.

• Maintains a capital purchase, asset, and contract management database to record all capital purchases, their associated assets, and any maintenance linked to those assets. Works with the Asset Management team to ensure updates are done regularly.

• Performs other related duties as assigned.

Qualifications:

Education & Experience
Grade 12, plus four years' recent related experience or an equivalent combination of education, training and experience.

Knowledge & Abilities

Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Temporary, Full-Time
Wage: $30.54 / Hour
Location: 1795 Willingdon Ave, Burnaby, BC V5C 6E3
Closing date: Applications accepted until position is filled
Hours of Work: 0800-1600 (Monday to Friday)
Requisition # 175746E

What we do

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of November 25, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.