Contract Specialist

Title: Compliance (Contract) Specialist

Location: Boston, MA

Duration: 4 months

Job Description:

• The Contract Specialist will be part of an internal department-specific shared services group supporting the Sourcing & Procurement division of Financial Affairs.
• Administering the overall contract management process, including facilitating, developing, reviewing, negotiating, and tracking of contractual arrangements for goods and/or services between the client and third-party suppliers.
• Collaborating and partnering with the Office of General Counsel (OGC) to manage the goods/services contracting process, including the review of complex contracts, including AIA Contract Documents, Master Agreements, Consulting Agreements, Service Orders, and Change Orders using G701, and seeking guidance from their office on contract language where necessary.
• Managing the Client’s AIA licensing, templates, and access.
• Exploring new options for contract templates, including but not limited to, owner organizations such as BOMA and IFMA, as well as A105s and B105s.
• Reviewing contractual language, including determining, evaluating and proposing additional terms to mitigate risk before sending contracts for approval to an appropriate signatory.
• Maintaining the Client's standard contracting templates (in conjunction with OGC), as well as interfacing with suppliers and stakeholders.
• Training and developing internal Sourcing & Procurement staff on contracting best practices and the client’s policy and procedures pertaining to the contracting process.

Position Essential Functions:

60% CONTRACTING:

• Review terms and conditions of all potential contracts to ensure the client is adequately protected from the risk of loss, suggesting alternative language when needed.
• Prepare and deliver high-level correspondence on behalf of Sourcing & Procurement and other stakeholders, to suppliers and stakeholders regarding terms and conditions.
• Assist with preparing legal and compliance requirements for RFPs.
• Interact daily with campus units, suppliers, and the Office of General Counsel.

20% TRAINING:

• In partnership with OGC, and fellow Contract Specialist, educate and train Sourcing & Procurement staff and Project Managers on the basics of contracting and changes to the contracting process to refine and continuously develop such skills necessary to conduct independent reviews.

10% CONTRACT MANAGEMENT:

• With members of the Sourcing & Procurement team, support tracking open, pending, and renewing contracts.
• Support notifications to relevant campus units and suppliers on the status of contracts in process, contract terminations, and renewals.
• Support the development and management of contract authoring and automated approval workflows using the University’s e-procurement contracting tool.
• Serve as one of the custodians of the University’s database of contracts for the purchase of goods/services.

10% OPERATIONS:

• Coordinate development of policies and procedures for contract development, processing, and signature authority.
• Support the training and education of campus units on compliance policies and procedures.
• Work with the Sourcing & Procurement management team and OGC to investigate, formulate, and execute plans to continuously improve the contracting process.

Other Considerations:

• Experience working in a Procurement and Contracting function with exposure to Planning, Design, and Construction contracts is preferred.
• Experience with Ariba Contracts is preferred but not required.
• Experience with other eprocurement tools is acceptable.
• Experience with using AIA software and managing relevant licenses and access is preferred.
• Experience in a relevant industry, such as higher education or not-for-profit environments, is preferred, although not required.