Business Contracts Administrator

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Business Contracts Administrator
Duties: Under the supervision of the Procurement Services Business Contracts Manager, provides a broad spectrum of contract administration services to clients with an emphasis on commercial contracts, including writing, editing, reviewing and negotiating a variety of contracts, or other documents, for the procurement of goods/services. Interfaces and maintains the University’s business contract repositories and systems so they are up to date, complete and policy compliant. The incumbent will provide back-up for the Business Contracts Manager and provide administrative support to the Business Contracts Manager as needed. With the guidance of the Business Contracts Manager, review and approve procurement and Business Contracts’ documents to the maximum allowed to the Business Contracts Administrator under campus delegations. In reviewing contract documents, ensure that final documents are in compliance with University Office of the President policy, California public contracting code and department standard practices. In reviewing contract documents, ensuring that final documents incorporate the necessary terms and conditions or appendices. Proofread Business Contracts documents to ensure consistent formatting, accurate spelling, correct references and consistent terminology, in alignment with recommendations and up-to-date Procurement templates. Prepare and draft addenda, agreements, or other business contracts related documents, as needed. Perform business history review on suppliers to form an efficient and consistent negotiation strategy. Accurately and professionally document/track work progress using the department’s e-procurement tool, or other systems and tools as required. As required, develop strategies to increase efficiencies in Business Contract reviews and use of the Procurement Services e-procurement tool. Perform analysis of supplier spend history throughout the University system using the spend analytics tool, as required. Utilize the Contracts Repository tool to locate and review system-wide agreements, as required. Collaborate with Buyers, or other teams in Procurement Services, campus clients and campus subject matter experts, as required, to develop contract negotiation strategies, identify alternative suppliers or to identify expedited contracting alternatives. Stay up-to-date with changes to University of California terms and conditions, University policy, California law and Procurement Services standard practices, as required. Attend or local, trainings or webinars on new legal or policy updates impacting Business Contracts, as required. Attend professional development courses or participate in contracts certification programs, as required. In accordance with record retention policies, maintain Business Contracts Local Master Agreement Repository by loading completed Agreements into the Procurement Services e-procurement tool, maintaining an organized and consistent filing system and annually reviewing documents, with the Business Contracts Manager, to determine if there have been policy changes requiring updates. In accordance with record retention policies, maintain Business Contracts e-repository for Business Contracts documents executed outside of the Procurement Services e-procurement tool, maintaining an organized and consistent filing system, and annually reviewing documents, with the Business Contracts Manager, to determine if there have been policy changes requiring updates. Organize, maintain and keep up-to-date progress on active Business Contracts project spreadsheets and the Procurement Services e-procurement tool’s Business Contracts folder daily. As required, contribute to drafting, updating, reviewing or editing new or existing department standard practices, Business Contracts Handbook, Procurement Services web-site content, Business Contracts power-point presentations, Procurement Services newsletter articles, or other Procurement Services’ documents. Act independently to manage the Business Contracts Group in the absence of the Business Contracts Manager. Provide miscellaneous reporting on spreadsheets or in the Procurement Services e-procurement tool related to Business Contracts projects, as required. Coordinate Business Contracts meetings or events, as required. Attend Business Contracts or Procurement Services related events or meetings, other campuses, on campus, in Procurement Services or Financial Affairs, as required. Respond to Business Contracts inquires or requests, either by phone or e-mail, in a timely and professional manner. File documents electronically, as required. Support the Business Contracts Manager or perform other duties as assigned. Adhere to the Principles of Community. Contribute to department’s efforts in sustainability and supplier diversity. Participates in professional development and training. Attends and delivers training both on and off campus.

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