Contract Coordinator Or Senior Contract Coordinator - Purchasing & Contract Management Office

Contract Coordinator or Senior Contract Coordinator - Purchasing & Contract Management Office

Purchasing & Contract Management Office

The University of Illinois Urbana-Champaign is accepting applications for a Contract Coordinator or Senior Contract Coordinator in the Purchasing and Contract Management Office. Under administrative supervision, the Contract Coordinator line manages a wide range of contracting and procurement responsibilities within a University of Illinois central purchasing and contracting unit. Using established standards of good business practice and sound fiscal management, the Contract Coordinator negotiates and oversees contractual relationships that are in the best interest of the University for a wide range of commodities and services while also developing and delivering contracting and procurement education and systems training for the campus community.

Duties & Responsibilities:

• Assist colleges and departments in the development and review of specifications for sole source procurements, exempt purchases, and contract documents. Determine the best method for procuring goods and services in accordance with procurement regulations and guidelines.

• Negotiate pricing and contractual terms and conditions that are in the best interests of the University, assuring necessary rules and regulations are employed in the contract process and legal requirements are incorporated into all agreements.

• Provide guidance to University units regarding standard purchasing procedures, as well as state, federal and University rules and regulations.

• Document the sourcing and contracting process, ensuring rules, regulations, policies, and procedures are followed.

• Act as liaison with colleges and departments providing assistance and guidance during the evaluation phase of procurements. May serve as a member of an evaluation team. Conducts financial analysis of all proposals submitted by third parties and reviews departmental recommendations for consistency and accuracy.

• Assist with the training and education of purchasing staff, as well as staff in campus colleges and departments.

• Conduct research associated with market trends of commodities and services. Review price index publications in order to assess fair market values of goods and services.

• Review purchase orders for accuracy and approve orders as allowed by level of authorization.

• Work with the campus community to identify procurement opportunities and collaborate with other procurement professionals to develop sourcing strategies and initiate bids/requests for proposals that are in the best interest of the University.

• Coordinate and conduct pre-bid/pre-proposal meetings and other related procurement activities to provide an overview of the project, clarify procurement processes and procedures, and facilitate vendor networking.

• Serve as a University contact for vendors regarding procurement policies and procedures and obtain information regarding products, prices and service proposals. Provide technical assistance to contractors to resolve deficiencies affecting the administration and approval of contracts. Perform other contract administration related activities.

• Prepare various reports related to procurement and contracting activities as requested by management.

• Participate in request for proposal meetings and other related procurement activities with Sr. Contract Coordinators to understand procurement processes and procedures, and vendor networking.

• Review requests for change orders or amendments and prepares documents to implement contract revisions.

• (Sr. Coordinator) Performs highly specialized and complex contract negotiations and coordination for professional services.

• (Sr. Coordinator) Analyzes current University purchasing trends to identify needs for annual contracts and/or pricing

agreements.

• (Sr. Coordinator) Prepares complex reports, correspondence and documents as requested by senior management.
• (Sr. Coordinator) Develops and delivers training and presentations on procurement and contracting topics to internal and

external audiences.

• (Sr. Coordinator) Directs efforts, project plans, and staffing resources in special projects related to University Purchasing

strategic goals and initiatives.

• (Sr. Coordinator) Serves as a liaison with University Counsel, Risk Management, contractors, department/units, and executive

management for contract negotiations, agreements, and procurement activities.

• (Sr. Coordinator) Executes the procurement of complex projects and leads the evaluation of responses of major University

RFP's.

• Perform other related duties and responsibilities appropriate at each level.

Minimum Qualifications:

• Bachelor's degree in business administration, management, or field related to the position.

• Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Demonstrated experience communicating effectively with a broad group of constituents.

• (Sr. Coordinator) Three (3) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
• (Sr. Coordinator) Demonstrated experience with Illinois public procurement collaborating with the Chief Procurement Office of higher education.

Preferred Qualifications:

• Master's degree.

• Experience in public procurement.

• (Sr. Coordinator) Five (5) years of procurement, accounting, managerial and/or other related business

experience.

• (Sr. Coordinator) Completion of professional certification including Certified Professional Purchasing Buyer (CPPB), or Certified Public Purchasing Officer (CPPO), or similar designation.

Knowledge, Skills, and Abilities:

• Proficiency with business, procurement, or contract management applications.

• Ability to prioritize and work on multiple comprehensive projects concurrently while staying on task with daily assignments.

• Ability to communicate effectively with a broad group of constituents to effectively resolve issues.

• Ability to analyze situations, exercise independent judgment and recommend solutions to problems. Use discretion in the performance of all work assignments.

• Excellent verbal and written communication skills to establish and maintain effective working relationships with others and to effectively interact with University and departmental officials/staff.

• Solid organizational and analytical skills with attention to detail.

• Knowledge about general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.

• Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and applicable formats and criteria, to prepare and process correspondence, reports, and other documents that appropriately reflect University and department standards.

• Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.

• Ability to maintain electronic and paper filing systems containing confidential information.

• Ability to review and evaluate proposals, contracts or similar documents, provide financial analysis, and render advice and assistance is preferred.

• Knowledge of the Illinois Procurement Code and University procedures related to contracting and procurement is preferred.

• Knowledge about Banner and iBuy to perform specialized data entry applications related to document production/processing is preferred.

• Knowledge and respect of policies and procedures outlined for the University of Illinois, Office of Business and Financial Services (OBFS), and department is preferred.

• Knowledge about guidelines set forth in the following publications/resources: The General Rules Concerning University Organization and Procedure; Campus Administrative Manual; University of Illinois Statutes; Policy and Rules for Civil Service Staff; Civil Service Statute and Rules; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois is preferred.

Appointment Information

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. Minimum salary for the Contract Coordinator position is $55,000.00 and the minimum salary for the Senior Contract Coordinator is $65,000.00. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 1, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and at least three references, including contact information.

Work authorization sponsorship is not available for this position.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jen Cochrane at walburnc@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1025179

Job Category: Administrative

Apply at: https://jobs.illinois.edu