Medicaid Operations Coordinator

Position Summary

The Medicaid Operations Coordinator provides administrative and operational support to the Government Reimbursement team. The role focuses on coordinating Medicaid Supplemental Rebate Agreement (SRA) activities, supporting industry & state contract administration, organizing documentation, facilitating stakeholder communications for state supplemental rebate agreements as required.

This position provides additional capacity during a period of increased Medicaid SRA contracting. The coordinator works with Government Pricing, Market Access, Legal, Finance, Contracting, and external state Medicaid representatives to help ensure agreements, documentation, invoices, and related communications are managed accurately and efficiently.

The role does not perform government price calculations, develop data automation, or own automated due date tracking.

Primary Responsibilities

• Medicaid Supplemental Rebate Agreement Administration
• Support administration of Medicaid supplemental rebate agreements primarily
• Assist with the preparation, review, routing, execution, and filing of Supplemental Rebate Agreements (SRAs)
• Coordinate collection and organization of state-specific contract requirements and related correspondence
• Support onboarding and implementation activities for newly participating states.
• Assist with agreement amendments, renewals, and other contract administration activities.
• Maintain accurate, complete, and accessible contract files and supporting documentation.
• Assist with document archiving and storage.

Contract and Document Management

• Maintain centralized repositories of pending, executed agreements, amendments, correspondence, and supporting materials.
• Coordinate document routing and established approval workflows.
• Manage document version control and filing conventions.
• Prepare contract status summaries and materials for management review.
• Ensure documentation is organized, complete, and audit-ready

Invoice and Reconciliation Support

• Maintain documentation of rebate inquiries, disputes, responses, and resolutions.
• Facilitate communication among Government Pricing, Finance, Contracting, and state Medicaid
• representatives regarding rebate-related questions
• Escalate incomplete documentation, discrepancies, or unresolved items to the appropriate team member.

Meeting, Project, and Stakeholder Coordination

• Record decisions and action items and support follow-up with responsible team members.
• Coordinate routine communications among internal business partners, CMS contacts, and state Medicaid representatives, as directed.
• Assist with presentations, status communications, and special projects related to Medicaid SRAs

Audit and Compliance Support

• Maintain documentation needed for internal and external audits and compliance reviews.
• Collect and organize supporting materials in response to approved audit or review requests.
• Follow company policies and procedures for record retention, confidentiality, and document handling.
• Support consistent documentation of approvals, communications, and contract administration activities.

Qualifications

Education

• Associate degree or bachelor’s degree in Business Administration, Healthcare Administration, Public Health, Finance, or a related field preferred. Equivalent relevant experience may be considered.

Experience

• Two or more years of experience in administrative support, project coordination, contract administration, or the pharmaceutical industry.
• Experience supporting Medicaid, government programs, managed care, contracting, reimbursement, or preferred.
• Experience coordinating multiple projects, documents, and stakeholders simultaneously.
• Experience maintaining contract files, electronic repositories, and audit-support documentation preferred.

Software and Technical Skills

Required

• Proficiency in Microsoft Outlook for email management, scheduling, and meeting coordination.
• Proficiency in Microsoft Word for business correspondence, meeting notes, summaries, and document preparation.
• Proficiency in Microsoft PowerPoint for presentation development and status updates.
• Experience using Microsoft Teams for collaboration, virtual meetings, and document sharing.
• Experience using SharePoint and OneDrive for document storage, version control, and file management.
• Proficiency in Adobe Acrobat for reviewing, combining, organizing, and maintaining contract and supporting documentation.
• Ability to learn and navigate internal business systems and databases.

Preferred

• Experience with DocuSign or another electronic signature platform.
• Familiarity with pharmaceutical rebate administration, Medicaid operations, support processes.

Skills and Competencies

• Strong organizational, administrative, and document management skills.
• Excellent attention to detail and commitment to accuracy.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Strong collaboration, follow-through, and customer-service orientation.
• Ability to handle confidential and sensitive information with discretion.
• Proactive approach to identifying issues, obtaining missing information, and escalating items appropriately.

Key Success Factors

• Provides reliable administrative and operational support for Medicaid SRA activities.
• Supports efficient onboarding and implementation of participating states within the GENEROUS program.
• Ensures agreements and supporting documents are organized, accessible, and audit-ready.
• Facilitates timely and professional communication across internal and external stakeholders.