Contracts Administrator

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Contracts Administrator
Duties: Candidate will be the point of contact for all contracts proposed and entered into by the College. Holds responsibility for development, negotiation, and administration of complex contracts, using critical thinking to determine the course in which contracts will progress. Will provide general thought leadership to the customer by helping them think through the broad financial and operational implications of the contractual arrangement being undertaken. Serves as a specialist in contract administration and must use judgement and resourcefulness to ensure compliance with State Fiscal Rules, Procurement Rules and other regulations and statutes. Will display initiative in improving and updating the contracts administration process including the utilization of new contract management software. Serve as the primary point of contact for the College and contracting agencies on all contractual matters. Work with external departments such as Office of the State Architect, Office of the State Controller, and CCCS Legal as necessary. Lead the development of contracts by gathering required information from various sources for contract types including: Expenditure Contracts, Revenue Contracts, Personal Services Contracts, Capital Construction Contracts, Lease Agreements, Facility Use Agreements, Memorandums of Understanding (MOU), Non-Cash Contracts, Vendor Agreements, Clinical Scholar Contracts, Interagency Agreements, Intergovernmental Contracts. Compose correspondence independently, provide redlined recommendations and negotiate modifications directly with vendor and/or attorneys, including incorporating special provisions, signature blocks, and appropriate language in compliance with applicable State laws, statues, rules and regulations. Review contracts to determine if review of contract by Budget Services or Purchasing is necessary and process accordingly. Coordinate with the Associate Vice President of Facilities Planning & Management on details and development of lease contracts and amendments with outside entities. Work with State Buildings to ensure compliance with all State lease requirements. Prepare documentation to be submitted to the State Board of Community Colleges and Occupational Education (SBCCOE) for approval of contracts in excess of $500K. Monitor contract expirations with enough lead time to initiate contact with responsible College employees in order to facilitate the renewal of current contracts or to begin the process to establish a new contract. Lead the Contract Services unit to provide timely, consistent, and high quality contract service support to the College. Define and deliver upon expectations for correspondence, information and reports. Develop and implement a strategic plan for the Contract Services unit that outlines key initiatives and key performance metrics. Design new and modify existing forms to streamline contracts processes in the new contract management software; work with departments on how to properly complete and submit the appropriate forms; review forms and supporting documentation to determine eligibility, authenticity, and accuracy. Develop and update procedure manual, internal documents and process maps for management of the various contract types. Develop and deliver training program to College employees on contract workflow and the process for initiating or renewing contracts, including the roll out of the new contract management software and associated new processes. Attend contract trainings and meetings provided by the State on a regular basis to remain updated on changes to regulations and guidelines. Perform year-end duties, such as analysis of operating and capital leases and completion of the subsequent schedules and exhibits. Develop and maintain organizational guidelines as needed.

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