NCBA Career Center

Contracts Administrator, Procurement and Payment Services

Wake Forest University
Winston Salem, North Carolina, United States
7 days ago

Description

Summary: The Contracts Administrator has responsibility for the administration of the University’s contract management process, which entails facilitation, development, review, negotiation, and coordination of approvals and signatures for University contracts (excluding personnel and research agreements, and other types of contracts as agreed). Duties include management of a contracts management database. The Contracts Administrator provides daily support to members of Procurement Services, the Legal Department, and campus customers in the drafting and review of routine and complex contracts, following established criteria while seeking guidance from attorneys within the Legal Department and Procurement leadership. Under supervision of a University attorney, the Contracts Administrator reviews and revises proposed contractual language and determines, evaluates, and proposes additional terms as needed to mitigate risk before sending contracts for approval and execution.
The Contracts Administrator supports best practices in contract life cycle management through effective communication and partnership building with all campus units.

Essential Functions:

  • Coordinates the management and review of the University’s portfolio of contracts, including agreements for the purchase or license of goods and services.
  • Facilitates, develops, reviews, negotiates, and tracks contract activities with an emphasis on ensuring a thorough review and analysis of contract terms and conditions to ensure the University is adequately protected from risk of loss. 
  • Supports the review of Requests for Proposals (“RFPs”) and other market solicitations for compliance, standardization, and adherence to best practices. Interacts daily with campus departments, suppliers, and the Legal Department.
  • Prepares correspondence to suppliers and campus regarding contract terms and conditions.
  • Monitors the population of open, pending, and renewing contracts.
  • Supports the Procurement staff in proactively alerting campus departments of impending contract terminations and renewals.
  • Identifies and analyzes risks and deviations from University policies and external requirements.
  • Supports the campus efforts to develop, expand, and implement procurement templates, contracting tools, policies, and processes.
  • Reviews, develops, and coordinates policies and procedures to ensure contract compliance in terms of contract development, terms and conditions, authorizations and approvals, and thresholds.
  • Supports the training and education of customers on contracts related policies and procedures.
  • Works with the Procurement & Payment Services management team to investigate, formulate, and execute plans to continuously improve the contract process.
  • Performs legal research relevant to contract related issues or litigation in accordance with preliminary instructions as to methods or approach, source materials available, and policy and precedent of the University; and summarizes research findings for attorneys.
  • Responds to campus contract-related inquiries regarding policies, procedures, etc.
  • Benchmarks contracting processes and contracting terms and conditions with other institutions.

Other Functions:

  • Maintains professional certifications, as applicable, through continuing education and development.
  • Assists in special projects and preparation of corporate documents as requested.
  • Ensures all contract-related record retention requirements for the University are met.
  • Demonstrates excellent customer service.
  • Moves adeptly from strategic thinking to tactical execution.
  • Remains solutions-oriented and solves complicated problems.
  • Communicates effectively.
  • Innovates persuasively.
  • Simplifies complexity.


Requirements

Required Education, Knowledge, Skills, Abilities:

  • Associate degree in Paralegal Studies and three years of paralegal experience, or Bachelor’s degree and 3 years of paralegal or contract administration or related experience, or an equivalent combination of education and experience.
  • Advanced knowledge of contracting functions and principles.
  • Demonstrated skill in negotiations.
  • Practical skills in contract terms and specification writing.
  • Ability to work on and prioritize multiple tasks to meet deadlines.
  • Ability to analyze and interpret policies and procedures.
  • Ability to research, analyze data, suggest solutions, and resolve contract negotiation and performance issues.
  • Effective communication skills, both verbal and written.
  • Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
  • Ability to learn new software applications.

Preferred Education, Knowledge, Skills, Abilities:

  • Contract management experience in higher education
  • Professional certification from a nationally recognized program (i.e., CPCM, CCMA) or a North Carolina certified paralegal.
  • Advanced proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
  • Workday Procurement and contract management software proficiency.

Accountabilities:

  • Responsible for own work.

Job Information

  • Job ID: 64033672
  • Location:
    Winston Salem, North Carolina, United States
  • Company Name For Job: Wake Forest University
  • Position Title: Contracts Administrator, Procurement and Payment Services
  • Job Function: Contracts Administrator
  • Job Type: Full-Time
  • Min Education: Associates Degree
Education / Teaching / Administration

WAKE FOREST UNIVERSITY: Wake Forest University is a private, coeducational institution dedicated to academic excellence in liberal arts, graduate, and professional education. Founded in 1834, the University is ranked among the top thirty national universities according to U.S. News & World Report (currently ranked 23rd). With 4,815 undergraduates and 2,617 graduate and professional students, the student-faculty ratio is 11:1. With 4,300 undergraduates and 2,200 graduate and professional students, the student-faculty ratio...

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