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Ivy Rehab Network · 3 days ago

Contract Administrator & Legal Operations Specialist

White Plains, NY

Full-time, Contract

Hybrid

Mid Level

$0/yr - $95K/yr

3+ years exp

Ivy Rehab Network is a provider of world-class therapy services, and they are seeking a Contract Administrator & Legal Operations Specialist. This role is crucial for maintaining the efficiency and compliance of the Legal and Compliance functions, focusing on contract lifecycle management and supporting the legal department's operations.

ConsultingFitnessHealth CareTherapeuticsWellness

Responsibilities

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

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

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

Qualification

Contract Lifecycle ManagementDocument Management SystemsE-signature ToolsMicrosoft Office SuiteParalegal CertificateOrganizational SkillsCommunication SkillsProject Management

Required

Bachelor's degree required

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

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

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