This position maintains electronic files on pending documentation and completed contracts for departments. Participates in aspects of Request for Proposals (RFP) issued by Procurement office, including pre-meetings delegated by the Contracts Manager. Provides assistance in preparing, evaluating, analyzing, modifying, negotiating, and drafting and finalization of contract. Conducts contract administration trainings to departments or one-on-one and performs maintenance for Contracts Administration website.
Performs contract reviews of assigned contracts, and coordinates review (as needed/required) by A&M System Office of General Counsel. Follows contract from origination to full execution of new contract or renewal, including follow-up with the office of Procurements & Disbursements of the contract purchase order.
Maintains computerized contract database for use in monitoring of documents, current status, running reports, etc.
Maintains and organizes contract files. Uses Blueridge/Contract Administration computerized software program to maintain and control documents. Extensive calendaring in database and/or Outlook. Acts as a courier for contract documents needing special handling or rush processing. This may require walking across campus and/or use of golf cart).
Consults with procurement staff, user department staff, legal counsel and Risk Management at System A&M offices, vendors and community agencies associated with the contract to gather evaluation information, legal content and required changes to contract prior to execution.
Submits all contracts to either the Contracts Manager or Executive Director, Administrative Services for final review, approval, and execution of contract.
Responsible for contract files, tracks status of contracts, contract database, coordinates with departments on contract expiration, renewals, and/or extensions via written amendment.
Scans contracts into database. Audits for contracts that have expired and prepares the lists to meet records retention requirements/destruction of documents. Keeps contracts software up to date by reviewing personnel email addresses to ensure contract contacts are current.
Prepares, reviews, and executes contracts by negotiating with vendors/contractors. Prepares scopes of work, drafting of contracts, review of terms and conditions, and makes recommendations to departments regarding contracts. Contract type may vary dramatically, and dollar amounts may vary as well.
Performs other duties as assigned by the Contracts Manager and/or Executive Director, Administrative Services.
Three years of directly related experience reviewing and processing contracts or procurements.
Additional experience may be used as a substitution to include:
High School Diploma or GED and five (5) years of related experience, particularly three (3) years of experience as a legal assistant or paralegal.
Comprehension and use of contracting procedures, Federal and/and or State regulations.
Must be detail oriented with review and comprehension of contracts and accompanying documentation; exhibits; written correspondence; and drafting of contracts.
Experience with electronic database(s).
Entering of information/data and documentation into electronic and excel sheets/reports.
Calendaring contract expiration and renewal due dates and project deadlines via electronic contract database and Outlook calendar.
Intermediate skills with Microsoft Office Suite (Word, Excel, Adobe, PowerPoint and Outlook email and calendar.
Demonstrated attention and consistency to detail. Strong interpersonal, written, and verbal communication skills.
Certification or other coursework in business, procurement, public administration, legal/paralegal or a directly related field. (Note-this position is not at a management or attorney level).
Experience working directly with State contracts or legal contracts/pleadings, and/or contract management at a State University, State Agency, school district, or city/county/government, or law firm.
Experience in Contract Administration, Procurement or Business Administration, including contract matters and dealing with multiple outside agencies.
Experience working with computerized online contract software database. (Contract Assistant/Blueridge desirable).
Experience in writing/reviewing highly complex or high-dollar contracts.
$27,062.00 - $40,747.00 Annually
8:00 a.m. - 5:00 p.m., Monday through Friday. This is an exempt position and may require occasional flex of schedule/hours to accommodate Contract Administration deadlines, particularly during end of fiscal year or audits or reporting requirements. Some travel may be required to attend meetings, conferences, or training.
Applicants selected for interview may be asked to discuss or provide annual performance reviews by current and/or past employers within the last 3-5 years.
Applicants selected for interview may be asked to perform a writing test: correspondence and/or contract review and editing.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.