Contract Administrator

The Contract Administrator supports the contract maintenance function for the university's internal and external community, reviewing and analyzing complex contracts and agreements and making recommendations as appropriate. The Contract Administrator is a liaison and central contact between the Office of General Counsel and university faculty, staff, and administrators.

• Evaluates contract packages and coordinates with the Office of the General Council to ensure that an accurate and complete contract package is submitted for review; approves and denies complex contracting documentation per university policies and procedures; reports contracts as appropriate to the Legislative Budget Board (LBB)
• Serves as contract liaison for vendors, dealing with questions and contract changes as necessary and obtaining the required signatures and approvals; Oversees the electronic management system, troubleshooting, and testing as required;
• Coordinates with Procurement as necessary regarding bids and other purchasing matters and ensures that contracts are fully executed so that the purchase order can be issued appropriately and according to state guidelines and policies
• Researches current and prior requisitions, vouchers, and purchase orders related to contracting services to verify if payments are by the contracted terms
• Reviews complex Administrative Memorandum updates; determines higher level updates to departmental policies and procedures; ensures the departmental website is updated, adding and deleting content as necessary to ensure the website remains current, accurate, and relevant
• Coordinates the collection of supporting documentation required for internal and state audits; trains and assigns work to more junior department members; Reviews co-op requisitions and purchase orders for accuracy and completeness and processes similar change orders

• Performs all other duties as assigned

Direct Reports:

• None

Delegation of Work:

• N/A

Supervision Given:

• N/A

Required Education:

• Bachelor's degree

Required Experience:

• Minimum of two (2) year of related job experience

License/Certification:

• Certified Texas Contract Manager (CTCM)

• None

Knowledge:

• Knowledge of the principles of contract administration and related practices

Skills:

• Candidates must have strong analytical and problem-solving skills, as well as excellent interpersonal and communication skills
• Good technical skills, including strong proficiency in MS Office and PeopleSoft;

Abilities:

• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community.

Primary Work Location:

• Works in an office environment.

Physical Demands:

• Work is performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Decision Making

• Demonstrates the ability to make informed decisions in a timely manner.
• Assimilates and/or secures relevant information to assess the risks and benefits of alternatives.
• Considers impact of decision in the long and short term.

Work Leadership

• Leads the work of assigned staff.
• Assigns projects and tasks with clear instructions and understanding of work to be performed.
• Mentors and guides by sharing expertise, knowledge of work rules and procedures, and best practices.
• Follows up to ensure tasks and projects are completed within reasonable timeframes.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.