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Assistant Contract Administrator

Basic Position Information

Job Code: 2155

Title: Assistant Contract Administrator

Department: Procurement & Contracts

Essential Personnel: N

Job Family: Financial Services

Job Sub-Family: Procurement, Contracts & Accounts Payable

FLSA Classification: E

Job Grade: 14

Grade Min: $52,981

Grade Mid: $63,578

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: Pre-Defined

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

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

Duties

  • Evaluates contract packages and coordinates with the office of General Counsel to ensure that an accurate and complete contract package is submitted for their review.
  • Coordinates with Procurement as necessary to facilitate the workflow from contract to purchase order.
  • Reviews and assists with bid solicitations; analyzes and tabulates bid responses and awards contracts valued at under $25,000 to the lowest bidder.
  • Monitors orders through to completion, checking their status and resolving issues that arise as necessary.
  • Serves as contract liaison for vendors, dealing with questions and contract changes as necessary, and obtaining the required signatures and approvals.
  • Assists with reporting contracts to Legislative Budget Board (LBB); assists with updating the departmental website and policies.
  • Assists other departments with contract processes, forms, reporting, and compliance, providing training when necessary.
  • Works with Accounts Payable to resolve contract and payment issues.
  • Issues policy violations as appropriate.

Marginal Duties

  • Performs all other duties as assigned.

Supervisory Responsibilities

Direct Reports:

  • None

Delegation of Work:

  • N/A

Supervision Given:

  • N/A

Qualifications

Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of one (1) year of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • None

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of the principles of contract administration and related practices.

Skills:

  • Strong analytical and problem-solving skills, as well as excellent interpersonal and communication skills.

Abilities:

  • Ability to use the university's computer programs, and the Microsoft Office suite in particular.

Work Location and Physical Demands

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.

Position Specific Competencies

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.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:09 AM