Contract Administrator & Legal Operations Specialist

State of Location:

New York

Position Summary:

Join Ivy Rehab's dedicated team where you're not just an employee, but a valued teammate! Together, we provide world-class care in physical therapy, occupational therapy, speech therapy, and applied behavior analysis (ABA) services. Our culture promotes authenticity, inclusion, growth, community, and a passion for exceptional care for every patient.

Job Description:

We have an exciting opportunity to join our team as a Contract Administrator & Legal Operations Specialist! This position reports directly to the Senior Associate Counsel and is pivotal to maintaining the efficiency and compliance of the Legal and Compliance functions. In this role, the successful teammate will be the primary steward of the contract lifecycle management process, with a particular emphasis on vendor agreements, minority investor documentation, and the administrative operations of the legal department. This role will be a part of a fast-paced, results-driven environment that fosters employee growth and career development.

This position has the opportunity to work remotely.

Core Attributes & Cultural Fit

We welcome you to apply if you possess the following:

• Process-Oriented Mindset: A passion for creating and optimizing workflows to enhance efficiency across the legal function.

• Ownership and Accountability: The ability to thrive in a culture of true accountability, driving action and delivering measurable results on contract turn-around times.

• Team Collaboration: The ability to create a collaborative culture, effectively supporting attorneys and business partners across all departments.

• Detail-Driven Execution: An exceptional focus on accuracy, consistency, and compliance in document management.

Key Responsibilities: What You Will Do

The Contract Administrator will be responsible for the full contract lifecycle and legal department operations, including:

A. Contract Lifecycle Management (Vendor Focus)

• Contract Intake and Triage: Manage the centralized intake of all new vendor contract requests, ensuring all necessary business approvals (e.g., finance, department head) are secured before legal review.
• Review and Negotiation: Conduct initial review and redlining of routine vendor contracts, NDAs, BAA addendums, and renewal agreements using pre-approved playbooks and templates.
• Execution and Archival: Oversee the final execution process, obtaining necessary signatures, and ensuring all fully-executed agreements are accurately archived in the document management system.
• Contract Maintenance: Track key dates, including expiration, renewal, and notice deadlines, and proactively flag upcoming milestones to the responsible business owner and attorney.

B. Transactional and Governance Administration

• Investment Documentation Support: Assist the General Counsel with administrative aspects of minority investor processes, including organizing, tracking, and coordinating signatures for investment documents, closing certificates, and corporate filings.
• Corporate Governance: Maintain and organize corporate minute books, entity formation documents, and state-level filings (e.g., annual reports, license renewals) as directed by the General Counsel.

C. Legal Function Operations & Administration

• Legal Invoicing and Budgeting: Manage the intake and processing of all legal department invoices (e.g., outside counsel, subscriptions), tracking expenses against the department budget.
• Document Management System (DMS) Administration: Serve as the administrator for the legal department's DMS, ensuring proper file structure, user access controls, and adherence to records retention policies.
• Policy Support: Assist the Compliance team with the organization, formatting, and distribution of internal policies and procedures.
• Special Projects: Support both the Legal and Compliance Functions with ad-hoc projects related to legal technology implementation, data compilation, and administrative committee support.

Qualifications: What You Will Need

• Education: Bachelor's degree required. A paralegal certificate or coursework in business/legal studies is highly preferred.

• Experience: Minimum of 3-5 years of experience in a contract management, paralegal, or legal administrative role, preferably within a fast-paced corporate environment or healthcare organization.

• Technical Proficiency:

• Expert proficiency in contract lifecycle management (CLM) software, document management systems, and e-signature tools (e.g., DocuSign).

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) for document formatting and reporting.

• Skills:

• Exceptional organizational skills and rigorous attention to detail.

• Strong written and verbal communication skills, with the ability to clearly articulate contract statuses and deadlines to business leaders.

• Demonstrated ability to manage multiple projects simultaneously while maintaining a positive, professional demeanor.

What we offer

• Competitive pay and bonus incentives

• Premium benefits package, including 401(k) match, medical, dental, vision and PTO

• Industry-leading professional development

• Accelerated career growth and advancement

• Community outreach and service initiatives

Regardless of position, whether someone is an enthusiastic clinician, dedicated support staff, or an accomplished business leader, we all come together to be One Ivy!

Compensation ranges up to $95,000.00 based on experience.

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We are an equal opportunity employer, committed to diversity and inclusion in all aspects of the recruiting and employment process. Actual salaries depend on a variety of factors, including experience, specialty, education, and organizational need. Any listed salary range or contractual rate does not include bonuses/incentive, differential pay, or other forms of compensation or benefits.

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