University Contract Administrator

Location: Eugene, OR
Categories: Administrative/Professional

Department: Purchasing and Contracting Services
Appointment Type and Duration: Regular, Ongoing
Salary: $60,000-$75,000 per year
Compensation Band: OS-OA08-Fiscal Year 2023-2024
FTE: 1.0

2 or more positions. Hybrid eligible.

Application Review Begins

May 5, 2024; open until filled

Special Instructions to Applicants

All applications must be submitted here, https://careers.uoregon.edu/en-us/job/533651/university-contract-administrator

To be considered for this position, submit a complete application that includes an online application, resume, and cover letter addressing how you meet the minimum and preferred qualifications. Also in your cover letter, please review and answer the following questions:
1. What approaches do you take to find a solution when information you have received from stakeholders is limited?
2. What tools do you think are most effective for success in the position you are applying for?
3. Can you provide an example of a time when your attention to detail prevented a potential issue or oversight?

Department Summary

Purchasing and Contracting Services (PCS), a department within the VPGC’s management portfolio, serves as the central coordination point for conducting procurement activity, negotiating contracts, and making purchases on behalf of the University of Oregon. As such, the Chief Procurement Officer is the primary contracting and procurement officer for the University of Oregon.

PCS is a fast-paced, high-volume workplace that places a premium on the ability to: (1) find ways to reduce enterprise costs and/or improve enterprise operational effectiveness related to procurement and contracting; (2) avoid or solve problems by developing practical solutions informed by best practices, strategic planning, legal advice, and policy objectives, as well as political, public relations, and programmatic considerations; (3) manage University projects that have enterprise contracting and procurement components; and (4) educate campus stakeholders and conduct outreach to the business community, including Disadvantaged Business Entities (DBEs).

Position Summary

Reporting to the Associate Director of Procurement and Contracting, the University Contracts Administrator is a senior level contracting position responsible for handling a wide variety of transactions. The University Contracts Administrator works in concert with the PCS Management Team to develop and implement policies, processes, and procedures that support timely contracting services and achieve the best interests of the University. The University Contracts Administrator acts in the decentralized business environment of a public university and assists University departments to conceptualize, negotiate, draft, review, process, and finalize contracts with third parties for the acquisition of goods and services and for other purposes. In carrying out these functions, the University Contracts Administrator must understand the University policy, practice, administrative rules, and state and federal laws applicable to contracting and the priorities of the University.

This position works independently and is expected to carry out University-level contract assignments with minimal oversight from their supervisor. They are responsible for University-wide custom contracts and financial commitments which have potentially serious impacts if managed improperly. Since they act on management’s behalf to carry out contract assignments and manage projects, they will interact with individuals at all levels of the organization. A strong ability to demonstrate inclusivity, empathy, tact, and diplomacy is therefore necessary.

This position will have the authority to sign legal instruments with third parties that legally bind the university, up to a maximum limit of $500,000.

Additionally, the University Contracts Administrator will serve as the primary contract administrator for a Regional Business Hub or PCS, as assigned. As the primary contract administrator for a Regional Business Hub or PCS, the University Contracts Administrator will track contract compliance, manage the contract life cycle, and track vendor performance to contracts for non-construction related goods and services. Additionally, the University Contracts Administrator will act as the primary project manager for informal and formal complex, high risk public solicitation events. The University Contracts Administrator will also conduct requirements gathering for sourcing/solicitation events and complex non-construction related contracts for PCS or Regional Business Hub customers.

Minimum Requirements

• Bachelor’s degree in Finance, Accounting or Business and three (3) years relevant and responsible experience in similar roles, OR seven (7) years' experience of relevant and responsible experience in similar roles.
• A Juris Doctorate may substitute for two (2) years of relevant experience
• Demonstrated knowledge of procurement regulations, contract documents, vendor management, and legal concepts.

Professional Competencies

• Strong writing, organizational, and customer service skills.
• Strong interpersonal and communication skills with people in diverse workgroups and with differing skill levels.
• Demonstrated ability to perform multiple tasks, meet imposed deadlines, and work under time constraints or other requirements when necessary.
• Intermediate skills using the web and computer programs including Microsoft Office Word and other products.
• Strong analytical skills
• Demonstrated commitment to the University’s diversity, equity, and inclusion goals and ability to provide leadership at the department level.
• Ability to lead by example and maintain the highest ethical standards within the department and within the University.

Preferred Qualifications

• National Certification as Certified Professional Public Buyer, Certified Public Procurement Officer, or Certified Professional in Supply Management.
• Familiarity with Oregon laws, rules, and regulations pertaining to contracting, leasing, and contract-related purchasing.
• Experience working in a purchasing/contracting office within higher education or public sector experience.
• Experience managing projects
• Experience administering contracts and tracking vendor performance

FLSA Exempt: Yes

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person