Assistant Director, Contracts Administration Manager - Worcester State University

OFFICIAL TITLE: Assistant Director, Contracts Administration Manager
SUPERVISION RECEIVED: Director of Procure to Pay Services
SUPERVISION EXERCISED: Subordinate classified and professional staff

General Statement of Duties:

The Contract Administration Manager supervises the day-to-day operation supporting the University's Contract Lifecycle. Reporting to the Director or other higher-level administrator, the manager collaborates closely with the supervisors, colleagues, stakeholders, and internal departments/business units in the integral phases of the acquisition process: establishing/reviewing state and federal compliance requirements, solicitation, evaluation, award, and post-award contracting activities. The incumbent will manage the contract creation, negotiation, review, and administration of approvals and the ongoing management of renewals and terminations. Confers with internal and external constituents including but not limited to colleagues, faculty, staff, vendors, the Office of the Inspector General, the Massachusetts Attorney General's Office, the State Comptroller, and the Operational Services Division. The incumbent ensures that all services and products are under contract, whether competitively procured, retrieved from a state contract (OSD), by a purchasing group, or through a cooperative or collective contract as allowed by Massachusetts Procurement Laws. Assists the Director with ifb/rfp/rfq/rfi and related processes.

Responsibilities:

(E) = Essential

1. (E) Responsible for negotiating, recording and maintaining all contracts for the University, working with vendors, departments, etc. to ensure compliance with University policy, procedure, and Massachusetts regulations.

• Initial review for contract/agreement terms conflicts
• Redline and work with vendors to complete revisions
• Secures final approvals for all contract documents through execution by Authorized Signatory
• Ensure all contracts and amendments are processed promptly and all deadlines are met throughout the fiscal year.

2. (E) Coordinate the Contract lifecycle management function for the University, including new contract development, renewals, amendments, and terminations, ensuring all documents are processed according to policies, procedures, and Massachusetts regulations.

• Maintains the Master Records file for all university procurement contracts.
• Categorizes contract's threshold or type in Colleague to ensure visibility for requisitions.
• Identifies contracts that fall within the GASB 87 Lease Standard and GASB 96 Subscription Based IT arrangements. Maintains the Lease Registry for all university leases.
• Monitors the expiration and coordinates contract renewal options and rate increases.
• Maintains the Revenue Contract Master Records

3. (E) establishment, implementation, and maintenance of an effective contract administration digitalized system/platform designed to ensure contract performance & compliance.
4. (E) Coordinates and forecasts upcoming bids, contracts, and contract renewals, working with procurement team members and departments to assess and schedule appropriate, timely processes.
5. (E) Assists supervisor with preparation of RFI, RFQ, RFP, RFR, and BID documents and contracts, including posting advertisements, bid tabulations, business documents, and agreements while ensuring compliance with applicable laws, guidelines, and prime contract terms.
6. (E) Reviews and audits contract billing and utilization to ensure compliance to terms working collaboratively with the Payment Operations Manager.
7. (E) Supports the Director, or other higher-level administrator providing operational assistance to the department in overseeing and managing the acquisitions of goods and services made by the organization.
8. (E) Adheres to a training schedule issued by the Inspector General for obtaining the MCCPO Designation and other public procurement and contract management training and certification as assigned by the CPO.
9. (E) Provides technical assistance to the University units regarding the strategic sourcing that results in competitively procured contracts.
10. (E) Works collaboratively and liaises with other managers, administrators, and staff in the department to deliver the end to end procure to pay cycle.
11. (E) Interact with the university community and the public (phone calls, emails, meetings) about related procurements and contracts.
12. (E) Manage all pre-award and post-award administration and reporting.
13. (E) Assists in the year-end operations of the Department to meet all internal and external deadlines, including the annual "Open and Close" each fiscal year.
14. (E) Assists in developing and implementing tools and best practices to enhance service delivery to university constituents and vendors, as well as for internal business processing.
15. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
16. (E) Responsible for contributing to the WSU Strategic Plan.
17. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
18. Performs other duties as assigned.

Required Qualifications:

• Minimum of three years in procurement, purchasing, supply chain, strategic sourcing, contract management or related role.
• Proven experience as a highly organized, detail oriented, persistent self-starter, with demonstrated ability to manage multiple processes and projects simultaneously: ability to recognize and act on priorities.
• Minimum of one year experience drafting, revising, and negotiating contracts or similar documents.
• Excellent oral and written communication skills, experience assessing, preparing and redlining procurement and contract or similar documents.
• knowledge of procurement processes, contract review and contract lifecycle management.
• Associate's Degree or similar credential.
• Ability and willingness to learn new systems, processes and procedures, as needed, to implement and manage designated work responsibilities.
• Experience leveraging technology to advantage, including ERP, virtual interaction systems, forms, databases, to manage duties.
• Strong customer service and client/vendor relationship management skills.
• Strong analytical, troubleshooting, problem solving and planning skills.
• Ability to work well independently and in a team.
• Ability and willingness to obtain a MCCPO designation within one year of hire.
• Understands compliance issues around accounts payable processes (payment terms, advance payments, W-9, sales tax, etc.) and other related processes affecting contract management.

Preferred Qualifications:

• Bachelor's or higher degree in Business, Supply Chain, Finance, or Economics, or relevant field.
• Experience working with a state agency of Massachusetts, public higher education, and the MMARS/COMMBUYS systems.
• Legal Contract experience/certification.

This is a full-time, benefited, exempt, professional APA position. The firm annual salary range for this position is $80,000- $85,000, commensurate with relevant professional experience and education.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• a choice of pension or 401(a), and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 20 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.