Contracts Administrator

POSITION SUMMARY:

ASCD is implementing a contracts management system that will change contract handling procedures from contract creation through execution and archiving. This position works with the Senior Project Manager on the implementation, administration, data analysis, and solution support activities of the contracts database. The purpose of this position is to support implementation goals and maintain the contracts database and contents. The incumbent coordinates meetings and activities to gather information, validate stakeholder requirements, determine deliverables, and discuss workflow-specific items in the contracts database.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Workflow Administration: Develop automated workflows in the contracts management system, and make periodic updates to intake forms and source templates

• Process Management: Work under the direct supervision of the Senior Project Manager, and collaborate with ASCD’s legal consultant to update, and train staff on contract handling policies and procedures

• Filing and cleanup: Clean up SharePoint folders containing contract documents, organize contracts into designated folders and remove unwanted files from the database

• Folder and file transfer: Work with IT to move approved document folders and files from SharePoint to the new contracts management system

• - System Administration: Set up permissions, user profiles, and group accounts, assist with training and onboarding of new users, troubleshoot system- and user-related issues, and escalate as needed

• Contract Intelligence: Add approved tags and data fields to improve the searchability of contracts

• Training: Support in creating onboarding materials and facilitating training sessions

• Document business requirements and propose recommendations for process improvements and automation of the contract system functionality.

• Use interpersonal, oral, and written communication skills to present ideas concisely and to communicate effectively with various stakeholders and constituents within the university community.

• Provide cross-functional liaison support, serving as an application expert.

• Ensure contract system compatibility, correct entry, and accurate compliance with legal and business standards

• Provide support for the implementation, ongoing, or future contract management system, including upgrades and enhancements.

• Analyze current business processes, identifying and offering continuous improvement opportunities for existing processes.

• Ensure the contract management system is up and running and answer staff questions, comments, or feedback.

• Monitor and review upcoming functional changes to the application. Support and assist with administering effective training programs for end-users on current processes.

• Work with IT to troubleshoot systems issues as they arise. Manage feedback and issue resolution to meet commitments and deployment roadmap milestones. Ensure all users, approvals, and filters are set up in accordance with ASCD standards and policies.

• Monitor and regularly report on contract management tools and develop and implement plans for improving tool usage.

• Other related functions as assigned.

QUALIFICATIONS:

Knowledge:

• A four-year college degree in a relevant field of study is preferred.

• Contract Manager Certification (CTCM or CTCD) is desirable.

• Proficiency in MS Office Suite, including MS Word, Excel, and Outlook

• Familiarity with intranets like SharePoint

Skills and Abilities:

• Experience as a project manager working on process improvements and procurement suite platforms.

• Ability to organize and prioritize work, adhere to deadlines and timelines, and adapt quickly to changing schedules.

• Ability to work collaboratively in teams.

• Ability to work on multiple projects and assignments simultaneously.

• Ability to provide superior customer service to both internal and external customers.

• Ability to produce written communications and documents using accurate grammar and spelling.

• Ability to effectively present information and respond to questions from staff, managers, executives, candidates, and the public.

• Ability to use interpersonal skills to build and maintain effective relationships.

• Ability to read, analyze, and interpret general business information such as reports, instructions, guidelines, procedures, communications, etc.

• Ability to apply sound judgment in decision-making, problem-solving, and making recommendations for process improvements.

• Ability to pay attention to detail and proofread work products to maintain high-quality standards.

• Ability to use Boolean search to generate data, dashboard, and reports

• Ability to create and maintain Excel spreadsheets and databases.

• Ability to use Windows, Microsoft Office (e.g., Word, PowerPoint, and Outlook), internet browser applications, and other basic office software.

• Ability to learn and use web-based office applications for online collaboration, document/content management, and intranet management.

• Ability to discreetly handle highly sensitive and confidential matters, as required.

• Ability to perform basic math calculations, if required.

Experience:

• Three years of experience as a systems administrator or a power user is required

• Experience with a contract or document management system is preferred.

• Experience working with applicable life-cycle workflow, contract lifecycle management, or document management systems desired.

• Must be capable of working independently in a fast-paced, rapidly changing environment and handling multiple priorities within tight timeframes.

• Ability to establish and maintain positive working relationships with internal and external clients and professionally handle confidential and proprietary information.

• Experience in setting up workflows and process mapping is preferred.

Job Type: Part-time