Job Summary
Under the general supervision of the Director, Procurement, the Contracts Administrator is responsible for facilitating the end-to-end contract management process including, contract intake, initial review, coordinating internal departmental reviews, and working with the Legal Department to ensure all contracts comply with established policies/procedures. Responsible for document retention and ensuring the contract management system is current and accurate.
Essential Functions and Responsibilities
- Act as primary point of contact for all contract administration activities including contract management software-related processes.
- Assist in the initial review of contracts including drafting language and redlining agreements utilizing proprietary internal Playbook and other reference information to ensure organizational compliance.
- Analyze contract obligations and provide clear summaries and guidance to internal stakeholders.
- Responsible for coordinating contract terms and conditions reviews with internal stakeholders, e.g., IT, Marketing, Legal.
- Accountable for managing the retention of all types of contracts including Main Agreements, Consulting Agreements, Statements of Work, Non-Disclosure Agreements.
- Responsible for tracking and monitoring all contract expiration and renewal dates.
- Maintain organized and comprehensive contract records and documentation including all pre-approval(s) history.
- Ensure contract(s) review process and signature routing processes are timely.
- Ensure contract software database information is accurate.
- Ability to create reports and manage automated report distribution(s).
- Conducts vendor due diligence to ensure compliance with company requirements.
- Act as liaison with vendor during contract approval process, as needed.
- Maintains regular and timely attendance, reports to work as scheduled and as required; ensures time-off is recorded properly.
- Conducts job responsibilities in accordance with the standards set out in the Associate Handbook, University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards.
- Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.
- Maintains order, cleanliness and safety at work.
- Performs other duties as assigned.
Required Experience and Skills
- 3 – 5 years of contract administration experience.
- Knowledgeable in procurement, supply chain management and RFP/RFx processes.
- Contract Management Software experience, e.g., DocuSign, Coupa preferred.
- ERP software experience, e.g., Basware, Great Plains, Oracle preferred.
- Microsoft Office suite experience including Intermediate MS Excel skills or higher required.
- Strong verbal, written and interpersonal communication skills.
- Ability to self-direct, self-pace, and have the ability multi-task daily activities.
- Ability to work onsite with a potential variable daily schedule.
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