Procurement and Contract Administrator

Salary: $70,000.00 - $75,000.00 Annually

Job Type: Full-Time

Job Number: 210350

Location: 16000 East CentreTech Parkway Aurora, CO

Department:




OVERVIEW OF CCA

The Community College of Aurora serves our diverse community by providing high-quality instruction and support services to prepare students for transfer and employment. We are particularly interested in applicants that demonstrate a commitment to working with individuals and groups from diverse identities, including but not limited to: socioeconomic, cultural, sexual orientation, gender identity expression, disability, multilingual learners, veterans, non-traditional, race and ethnic backgrounds.

More than 20 different languages and 60 countries are represented at CCA. In addition to traditional degree and certificate programs, CCA offers non-credit professional development courses, customized training, and economic and workforce development resources to employer partners and individual professionals seeking to enhance the capacity and productivity of their workforce or individual knowledge and skills. The college centers diversity, equity, and inclusion and we actively seek to employee partners who want to join us in working to reducing outcome gaps among our diverse student population.

POSITION SUMMARY

This is a college-wide position reporting to the Controller in Fiscal Services. The purpose of this position is to strategically oversee, manage, supervise, evaluate, and review the procurement of both goods and services and review all contracts proposed and entered into by the college. This position will be the college expert in regards to purchasing methods, contract administration, regulations, systems, workflows, and cost reductions. The position will manage the procurement process, providing all necessary purchasing services in a timely and cost-effective manner to the college.

This position will provide advice and consultation to college staff and assure accountability and integrity in the procurement process. Must investigate and develop sources of supply, select procurement methods and confirm they are in accordance with State Fiscal Rules, Purchasing Guidelines, State Procurement Code and CCCS Policy. This position will manage the contracts process, following each contract from proposal to expiration. This position holds responsibility for development, negotiations and administration of complex contracts, using critical thinking to determine the course in which contracts will progress. Must use judgement and resourcefulness to ensure compliance with State Fiscal Rules, Procurement Rules and other regulations. Will evaluate economic and programmatic impact of contract options; provide technical guidance and direction to management in an effort to limit the college's risk exposure.

This position will display initiative in improving and updating the contracts and procurement processes, developing and revising procedural guidelines

DUTIES & RESPONSIBILITIES:
Procurement

• Evaluate and process purchase requests. Provide analysis on total cost of ownership and confirm budget authorization. Direct college staff on necessary pre-approvals and validate completeness of all approvals. Determine the most effective method of procurement and facilitate the process.
• Lead all vendor solicitations, ensuring fair and open competitive selection. Process formal and informal invitations for bid and request for proposal documents. Gather and disseminate information to clarify vendor questions regarding specifications. Prepare, tabulate and evaluate results of bids and proposals. Notify vendors and internal college staff of results of solicitations. File and store all relevant documents. Respond in a timely manner to CORA requests.
• Ensure correct accounting for disbursements, working with accountants and budget as needed.
• Create new vendors in Banner, ensuring accurate coding for l099 purposes and identifying vendors with reporting requirements to CCCS, State, or IRS.
• Review and analyze the college disbursement activity to identify efficiencies and leverage buying power.
• Manage procurement card program. Approve issuance of procurement cards to employees. Provide program training to all cardholders. Audit procurement card transactions for compliance with applicable System and State rules and regulations.

Contract Generation, Development, and Monitoring

• Serve as the point of contact for customers on contractual matters. Act as the contractual liaison between college employees and contracting agencies
• Develop contracts by gathering required vendor and financial data from various sources.
• Determine the sequence of activities, dependencies, required, or desired outcomes and acceptable performance levels.
• Reviews, investigates, and clarifies contract requests and requirements to ensure compliance with the Colorado Revised Statutes, State Fiscal Rules, State Procurement Code and Rules, and the State of Colorado Contracts Procedures Manual.
• Compose correspondence independently, provide redlined recommendations and negotiate modifications directly with vendor and/or attorneys, including incorporating special provisions, signature blocks, and appropriate language in compliance with applicable State laws, rules and regulations.
• Work with external departments such as CCCS Legal, Office of the State Architect, and Office of the State Controller.
• Review contracts to determine if appraisal of contract by Cabinet, Budget Office or other college departments is necessary. Ensure adherence to broader finance and risk requirements.
• Work with State Buildings to ensure compliance with all State lease requirements.
• Prepare documentation to be submitted to the State Board of Community Colleges and Occupational Education (SBCCOE) for approval of contracts in excess of $500,000.
• Monitor contract expirations with enough lead time to initiate contact with responsible college employees in order to facilitate the renewal of current contracts or to begin the process for establishing a new contract.

Training

• Attend contract and procurement trainings and meetings provided by the System Office and State on a regular basis to remain updated on changes to regulations and guidelines.
• Develop and update organizational guidelines, as needed, for contracts and procurements. Provide recommendations for college policy changes, as related to contracts and procurements.
• Develop procedure manual and internal transmittal forms for management of the various contracts and procurements.
• Provide training to college employees on procurement and contract workflow.

Administrative Duties

• Delegate clerical tasks to Purchasing Assistant and oversee completion of those tasks.
• Establish control of correspondence, data, and reports.
• Approve contract encumbrances entered into the Banner Finance system.
• Perform year-end duties, such as analysis and completion of the subsequent reports, schedules, and exhibits.
• Manage the signature delegations.
• Complete various state and system reports relating to contracts and procurements.
• Other related duties as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in Business, Accounting, Finance, Supply Chain Management or a related field.
• Three to five years of increasingly responsible professional experience in procurement and contract administration.
• Experience leading, supervising, and training.
• Experience researching and interpreting complex state and federal rules and regulations.
• Proficiency in Microsoft Office suite and Adobe.
• Ability to communicate effectively, verbally, and in writing. Effective negotiation skills. Critical thinking and the ability to understand the needs of an organization as they relate to various contracts and procurements. Ability to establish and maintain effective working relationships with a wide range of constituencies.

PREFERED QUALIFICATIONS:

• Purchasing Certification such as CPPB, CPPO.
  
• Familiarity with the State of Colorado's Statutes, Fiscal Rules, Procurement Code, and Contracting.
  
• Experience working in a higher education/community college environment.
  
• Experience with ERP systems and data warehouse report writers is preferred.
  
Experience with Banner and CORE

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  SUPPLEMENTAL INFORMATION
  
  Salary Range: Anticipated starting salary range: $70,000.00-$75,000.00. This salary is determined by the qualifications of the selected candidate balanced with departmental budget availability, internal salary equity considerations, and available market information. CCA offers an excellent benefit plan, including generous leave, holiday, and education benefits. Full time employees immediately upon hire earn 15 hours a month annual leave and 10 hours a month sick leave.
  
  Deadline to Submit Application Material: An initial review of applications will begin on Thursday, October 19, 2023 and continue until the position is filled.
  
  Application Process: When submitting your online application, please include a cover letter, current resume, and professional references. Official transcripts showing the highest degree achieved should be submitted to HR@ccaurora.edu upon offer of employment. If you have questions regarding this position, please contact us at HR@ccaurora.edu.
  
  By applying for this announced position, applicants are certifying that all statements, information and documents provided are true, complete and correct to the best of their knowledge and are made in good faith. Further, applicants understand that omissions, misleading, false or untrue information, or any attempt at fraud or deceit in any manner connected with this application and/or subsequent testing may result in them not being considered for jobs with the Community College of Aurora; may constitute grounds for discipline and/or termination after hire; and/or constitute grounds for further actions pursuant to law.
  
  Application Checklist
  
  Complete Applications must include the following documents:
  
  • A complete online application
  • A cover letter that describes how your experience aligns with the minimum and preferred qualifications of this position
  • A current resume uploaded as an attachment to your online application
  • Candidates identified as finalists must provide three to five professional references, at least two of which must include a current direct supervisor and most recent supervisor. If you cannot provide two supervisor references, an opportunity will be afforded for discussion and consideration of alternative references with the CCA Human Resource Office. Please note, out of professional courtesy to you, we will not contact your current supervisor without first providing notice to you as a candidate and only when a contingent offer is pending in order to protect the confidentiality of your application to the full extent possible.
  • If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application
  • For any questions or technical issues please contact HR@CCAurora.ed
  
  Notice to all Applicants:
  
  • Proof of eligibility to work (Download PDF reader) in the United States must be produced within three (3) days of hire.
  • Direct deposit of payroll is a condition of employment.
  • Final candidate is subject to a criminal background check prior to final selection process.
  • Final candidate is required to submit official transcripts to Human Resources within fourteen (14) days of hire.
  • CCA is affiliated with the Colorado Public Employees Retirement Association (PERA) and as such, employees contribute to PERA in lieu of Social Security for retirement benefits. For more information, visit the COPERA web page.
  • Individuals currently or formerly employed by the Colorado Community College System or one of its 13 colleges, and/or who were disciplinarily terminated or resigned in lieu of termination, must disclose this information in your application material.
  • For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Cindy Hesse, Director of Human Resources at 16000 E. CentreTech Parkway, Suite A207, Aurora, Colorado 80011 or by phone at 303-360-4752, or e-mail at Cindy.Hesse@CCAurora.edu.
  
  Colorado Residency Requirement:
  
  Eligible applicants must be either a current Colorado resident or be able to provide proof of residency in Colorado within 30 days of the start date for the position, or they may be deemed ineligible for employment with the Community College of Aurora. Please contact HR@CCAurora.edu with any questions.
  
  Community College of Aurora Inclusive Excellence Statement:
  
  CCA embraces Inclusive Excellence because we want our students, staff, and faculty to learn and contribute within an inclusive environment. This means members of our college community will be active, respectful, and mindful of equity, diversity, and inclusion at all levels of engagement.
  
  Inclusive Excellence will provide a foundation for student and institutional success. Recognizing our diversity is only the first step toward Inclusive Excellence.
  
  We must also be intentional in valuing cultural differences and experiences, while incorporating them into practices, curricula, and policies.
  
  Welcoming, Respectful, Inclusive - Together, we are CCA.
  
  The Federal Clery Act: (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website at the Student Right to Know page. A paper copy of this report can be obtained at the College Security Office upon request. This report includes statistics for the previous three years concerning crimes that occurred on campus or on property controlled or owned by Community College of Aurora, as well as public property within, or immediately adjacent to and accessible from, our campuses.
  
  ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Robert Callaway at 303-360-4733 or Robert.Callaway@CCAurora.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
  
  Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA): The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable accommodation for health conditions related to pregnancy or the physical recovery from childbirth. Candidates wishing to request reasonable accommodations must do so as soon as possible, preferably at least three days prior to the exam or interview. If you are an individual who wishes to request reasonable accommodations, please contact us at 303-360-4733 or Robert.Callaway@CCAurora.edu.
  
  Non-Discrimination Statement: The Community College of Aurora prohibits all forms of discrimination and harassment including those that violate federal and state law, or the State Board for Community Colleges and Occupational Education Board Policies 3-120 and 4-120. The College does not discriminate on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, genetic information, marital status, gender identity, or sexual orientation in its employment practices or educational programs and activities. For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Cindy Hesse, Vice President of Human Resources at 16000 E. CentreTech Parkway, Suite A207, Aurora, Colorado 80011 or by phone at 303-360-4752, or e-mail at Cindy.Hesse@CCAurora.edu.
  
  To apply, please visit https://www.schooljobs.com/careers/auroraccco/jobs/4232949/procurement-and-contract-administrator
  
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