Basic Position Information
Job Code: 3176
Title: Manager, Contracts
Department: Procurement & Contracts
Essential Personnel: N
Job Family: Financial Services
Job Sub-Family: Procurement, Contracts & Accounts Payable
FLSA Classification: E
Job Grade: 16
Grade Min: $65,866
Grade Mid: $79,040
UHD Succession Plan: N
Criticality of Position: N/A
Career Ladder: In-Range
Campus Security Authority: Y
Screening Committee: N
Motor Vehicle Record Check: N
The Manager, Contracts directs and manages the operations and the staff of Contract Administration, including support to the university's internal and external community. The Manager serves as the liaison and central contact between the Office of General Counsel and the University faculty, staff, and administrators.
- Oversees the daily operations of the University's contract administration activities to ensure timely and accurate processing of contracts, including compliance, review, analysis, and recommendations for appropriate changes to various agreements. This includes training offered and continuous departmental improvement
- Evaluates contract packages to ensure all appropriate documents are included, coordinates with Procurement concerning bids and the workflow from contract to purchase order. Serves as contract liaison for vendors as applicable for questions, contract changes, and obtaining signatures and approvals
- Coordinates with the Office of General Counsel and ensures that an accurate and complete contract package is submitted for review per policy and handbook. Consults with the university legal counsel for constructive reviews and advisement as required
- Responsible for advancing the use of technology in all contract functions and directing departmental efforts for PeopleSoft Finance updates and upgrades for contracts (requisitions, vouchers, etc.). Includes overseeing the implementation of contract systems
- Directs the implementation of policies and procedures related to contract administration and works with unit management to analyze and implement new legislation and audit requirements with UHS and the state
- Directs the development, maintenance, and updates to the Contract website
- Oversees all contract-related UHS and state audits and post-payment audits
- Directs timely and accurate reporting to the UHS and the State of Texas. Represents the department to the public, vendors, and the university community in contract related activities
- Performs all other duties as assigned
- Full-time and Part-time employees
Delegation of Work:
- Assigns work to subordinate(s)
- Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.
- Minimum of five (5) years of related job experience
Knowledge, Skills and Abilities
- Knowledge of the principles of contract administration and related practices
- Strong analytical, problem-solving, and decision-making skills, as well as excellent interpersonal and communication skills
- Ability to use, troubleshoot, and test the university's computer programs;
- Ability to use independent judgement
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment
- 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.
- 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.
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
- 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.
- 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.
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.
- Formulates plans and strategies to proactively resolve anticipated problems.
- Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
- Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.
- Supervises the work of staff employees.
- Sets clear goals and expectations within reasonable timeframes.
- Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
- Provides mentorship and guidance by sharing expertise and best practices.
- Supports staff by providing essential resources, professional development opportunities, and open communication.
- Promptly addresses performance issues with appropriate measures and discretion.
- Demonstrates the ability to orally convey subject or message clearly and concisely to the intended audience.
- Generates interest and enthusiasm in the subject or message from the participants.
- Responds to participants' reactions or comments, and adjusts delivery style and/or format of presentation as needed.
- Possesses a thorough understanding of the subject or topic to provide practical responses to questions or issues.
- Displays applicable visuals and provides appropriate written materials to support the presentation.
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.