What are the responsibilities and job description for the Contracts Assistant position at Upstate Medical University?
Job Summary
The Contracts Assistant provides essential administrative and contract support to the Contracts & Campus Purchasing department. Responsibilities include independently managing complex administrative tasks assigned by leadership, such as preparing procurement packages for submission to the Attorney General and State Comptroller (under guidance), assisting with the close-out of executed transactions, and assisting with the management of Upstate's fleet vehicles, including insurance and accident-related matters. The role involves maintaining both physical and electronic records, ensuring compliance with legal and institutional requirements, and managing document retrieval and storage. The Contracts Assistant participates in meetings, prepares, and distributes meeting minutes, and assists with public bid openings. They oversee basic, template-driven contracts, including standardized agreements like MOUs and food truck contracts, while ensuring compliance with data reporting, and recurring administrative requirements for various initiatives and operational committees. Additionally, the Assistant fields department inquiries, provides guidance to internal and external customers, and supports department operations with accuracy and attention to detail. Other duties may be assigned as necessary to support the department's objectives.
Minimum Qualifications
Associates degree and two years of administrative experience in a related field or an equivalent combination of education and experience. Excellent communication, customer service and organizational skills required.
Preferred Qualifications
Experience with New York State and SUNY procurement rules and guidelines.
Work Days
M-F 8:00 AM - 4:30 PM
Message To Applicants
Recruitment Office: Human Resources
The Contracts Assistant provides essential administrative and contract support to the Contracts & Campus Purchasing department. Responsibilities include independently managing complex administrative tasks assigned by leadership, such as preparing procurement packages for submission to the Attorney General and State Comptroller (under guidance), assisting with the close-out of executed transactions, and assisting with the management of Upstate's fleet vehicles, including insurance and accident-related matters. The role involves maintaining both physical and electronic records, ensuring compliance with legal and institutional requirements, and managing document retrieval and storage. The Contracts Assistant participates in meetings, prepares, and distributes meeting minutes, and assists with public bid openings. They oversee basic, template-driven contracts, including standardized agreements like MOUs and food truck contracts, while ensuring compliance with data reporting, and recurring administrative requirements for various initiatives and operational committees. Additionally, the Assistant fields department inquiries, provides guidance to internal and external customers, and supports department operations with accuracy and attention to detail. Other duties may be assigned as necessary to support the department's objectives.
Minimum Qualifications
Associates degree and two years of administrative experience in a related field or an equivalent combination of education and experience. Excellent communication, customer service and organizational skills required.
Preferred Qualifications
Experience with New York State and SUNY procurement rules and guidelines.
Work Days
M-F 8:00 AM - 4:30 PM
Message To Applicants
Recruitment Office: Human Resources
