Contracts Administrative Officer/Risk Manager

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Contracts Administrative Officer/Risk Manager

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Please see Special Instructions for more details.
Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) letter providing some detail of the applicant’s qualifications and interest in the position; (2) current resume/CV; (3) the names, addresses, and telephone numbers of at least three professional references. If you are unable to attach the supplemental materials to the online application please contact Human resources for assistance. For inquiries and additional information, please contact: Human Resource Services via email at **** or ****.
Posting Details

Position Information

Posting Number A00345
Job Title Contracts Administrative Officer/Risk Manager
Transcripts

Administrator candidates hired for a position that requires a post-secondary degree shall provide copies of transcripts prior to start of employment to Human Resources.
Special Instructions to Applicants

Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) letter providing some detail of the applicant’s qualifications and interest in the position; (2) current resume/CV; (3) the names, addresses, and telephone numbers of at least three professional references. If you are unable to attach the supplemental materials to the online application please contact Human resources for assistance.

For inquiries and additional information, please contact: Human Resource Services via email at **** or ****.
FTE 1.0
Department Finance and Administration Management
Job Location Ashland (15 A)
Other Job Location
Salary/Rate $70,000 - $80,000
Benefits Eligible Yes
Administrative Appointment Type Renewable
Position Type Regular
Position Summary

As part of the division of Finance and Administration, the Contracts Administrative Officer reports to the Director of the Service Center and is responsible for ensuring efficient and complete execution of contract administration duties. This position administers, extends, negotiates and terminates standard and nonstandard contracts. The Contract Administrative Officer also conducts proposal preparation, contract negotiation, contract administration, and customer contact activities to provide for proper contract acquisition and fulfillment in accordance with policies, legal requirements, and customer specifications. The position will provide oversight of the contract management process, as well as, develop specific standards for bidding, submission and document management. This position provides technical assistance with the preparation of solicitations, review of vendor-initiating agreements, vendor negotiation, finalization of contracts and contract amendments. The position is responsible for coordinating the legal review of contracts with general counsel, develops and reviews related policies and procedures, and implements systems for tracking and reporting contract activity.

In addition, this position serves as the campus Risk Manager by overseeing risk management activities, which include processing claims filed, interfacing with legal counsel and complying with risk management related standards. This position leads with the objective of enhancing/promoting safety and minimizing loss to protect the assets of the organization.
Diversity Statement

**MEMBERS ONLY**SIGN UP NOW***. is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Minimum Classification Qualifications

• Five years of procurement and/or contract experience with at least three years being in a management role.
• Demonstrated experience in developing and managing strategic procurement and/or contract services in a comparable environment.
• Bachelors degree in a field related to the duties assigned.
• A professional designation such a Certified Purchasing Professional (CPP), Certified Professional Property Manager (CPPM), Certified Professional Public Buyer (CPPB), or the ability to obtain within six-month of the date of hire.
• Three years experience in risk management including risk assessment, insurance renewal process, and claims management.
Preferred Qualifications

• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service centered attitude.
• Juris Doctor Degree.
This position must possess and maintain a current, valid Driver License. Yes
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check. Yes
Supervisory Responsibilities, if applicable
Knowledge, Skills, and Abilities

• Works Collaboratively. Cultivates connections with others that contribute positively to the well-being of those involved. Works toward a common objective through the sharing of ideas and distribution of responsibilities across team members. Strong interpersonal skills including collaboration, professionalism and strong consultative skills conducive to building and maintaining positive relations with administrators, co-workers, staff, faculty, union representatives and other members of the campus community.
• Growth Mindset. Demonstrates consistent resiliency to promote positive change through adversity. Identifies potential change opportunities and actively seek to adapt. Assesses and utilizes creative strategies to create individual, organizational, or societal change within a situational context.
• Initiative and Follow Through. Takes initiative to identify and assess needs creating measurable objectives, and building relationships with people who will be able to help achieve those objectives. Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision while handling frequent interruptions and rapidly shifting priorities. Skilled at keeping detailed records and following up on various issues. Skilled at streamlining processes to create efficiencies when necessary.
• Demonstrated Service Excellence.
o Teamwork. Demonstrated ability to work effectively as a team player; and coordinate several functions and determine the relative importance of each; ability to work with a high level of productivity and accuracy/attention to detail.
o Knowledge. Advanced computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, online systems, social media platforms, internet as well as online calendaring and email. Demonstrated office operations or project management experience.
o Accountability. Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist. Ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment. Ability to manage stressful situations with tact and diplomacy and to use sound judgement and discretion, particularly as it relates to handling sensitive and/or confidential information.
o Quality Service. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Ability to develop and maintain relationships with key contacts to enhance workflow and work quality.
• Ability to identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately.
• Demonstrated ability to persuade, gain cooperation and acceptance of ideas, or collaborate on significant projects.
• Demonstrated ability to resolve conflict, negotiate, or collaborate on many types of projects.
• Ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Ability to exercise sound judgment and discretion, tact, and diplomacy.
• Demonstrated ability to handle sensitive issues and facilitate collaboration at the highest level.
• Advanced computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, online systems, Internet as well as online calendaring and email.
• Ability to systematically analyze complex problems, draw relevant conclusions and implement appropriate solutions
• Demonstrated office operations or project management experience.
• Demonstrated ability researching, analyzing, and applying laws, rules and regulations in a variety of subject matter areas and in simplifying compliance requirements for the non-technical user.
• Demonstrated ability developing, maintaining, and coordinating information systems and reporting processes.
• Strong personal ethics and knowledge of public ethics and conflict of interest requirements.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Ability to adapt to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization.
• Working knowledge, or ability to quickly learn, university infrastructure, policies and procedures.
Special Conditions

•Must be willing to travel and attend training programs off-site for occasional professional development.
•Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
•Must be able to successfully pass a pre-employment background check.
•Under the provisions of the Fair Labor Standards Act (FLSA):
-Position classification defined as “exempt” are not subject overtime
-Position classifications defined as “non exempt” *are *subject to overtime
•The person holding this position is considered a “mandated reporter” under the Oregon Revised Statues and is required to comply with the requirements set forth by the Oregon department of Human Services.

Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the “Clery Act”),requires that prospective employees be notified of the availability of SOU’s Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on use, possession and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:
****A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information ****, or email ****.
Physical Demands

-
Posting Date 10/02/2018
Application must be received by:
for priority consideration 10/23/2018
Closing Date
Anticipated Appointment Begin Date 12/04/2018
Work Hours
Contact Name for Applicant Questions Human Resources
Contact Email ****
Quicklink for Posting ****
Job Duties

Duties

Contracts and Compliance:
• Coordination of contracts including, but not limited to, Personal Service Contracts, internships, volunteers, faculty publication agreements, Athletics service, Requests For Proposals, Bureau of Labor Industries notices, contract renewals, Certificates of Insurance.
• Develops, negotiates, and manages contracts, including negotiation with vendors regarding language and terms of agreements.
• Develops standards for contracts, including presentation of budget, payment terms, general language and provisions.
• Ensures compliance with SOU policies, procedures, laws, regulations, contractual agreements, and industry standards.
• Performs appropriate administrative, analytical and operational research to support proposal and contract development.
• Provides subject matter expertise, advisement, and training to internal and external stakeholders regarding area of compliance, contractual terms, and obligations.
• Collaborates closely with Business Services and the Budget Office to develop and maintain institutional effectiveness and compliance.
• Performs monitoring and assessment activities including auditing transactions and processes for risk factors, integrity, and compliance, with follow up coaching, training, or corrective action.
• Manages workflow and process improvements that streamline services provided by the department.
• Researches, analyzes data, and provides reports to inform decisions.
• Manages information, records, documentation, and systems including storage and maintenance.
• Amends existing contracting rules and procedures to maintain compliance with current laws.
• Maintains deadlines on deliverables and communicates on an ongoing basis with business partners and internal clients about contractual issues.
• Reviews contractual performance of both parties to ensure compliance with terms and to identify conflicts or changes requiring resolution at contract renewal.
• Provides information to campuses on state and federal legislative and rule changes affecting the procurement process.
• Participates in efforts that lead to cost optimization, improved quality, and enhanced innovation through the development of strategic sourcing initiatives, development of metrics/measurable goals for procurement, risk mitigation, effective contracting, negotiation tools, and specification development to deliver quality contracts and procurement services at the most favorable cost.
Percent of total time 65
Job Duties

Duties

Risk Management/Safety:
• Plan, design, and implement an overall risk management process/enterprise risk management methodology to identify particular events or circumstances to best manage and anticipate risk.
• Provide risk evaluation, which involves comparing estimated risks with criteria such as costs, legal requirements and environmental factors, evaluating previous handling of risks, and determine a response strategy.
• Ensure proper processing and compliance of Oregon Administrative Rules.
• Carry out processes such as purchasing insurance, implementing health and safety measures and making business continuity plans to limit risks.
• Submit losses to appropriate Insurer, monitor status.
• University Records Manager.
• Administer records and retention records for the university and in accordance with Oregon State Archives.
• Serve as the Building Manager for Churchill Hall; Coordinate all repairs/maintenance with FMP; Advise building occupants of repair/ maintenance activity.
Percent of total time 30
Job Duties

Duties

Crisis Management Team:
This position serves as a member of the Crisis Management Team (CMT) which operates the emergency operations center. The CMT is responsible for carrying out the principles of emergency preparedness, emergency management or disaster management functions at a strategic level during an emergency to ensure the continuity of the operations of the organization. The common functions of the CMT is to collect, gather and analyze data to inform decision making and protect life and property. Responsibilities include but are not limited to:

• Regularly attend and actively participate in monthly CMT meetings, training activities and instructional sessions
• Complete Crisis Management Training as required
• Ability to plan, direct and coordinate complex emergency management projects to achieve desired goals
• Familiarity with the Emergency Preparedness Plan and special communications and instructions
• Ability to physically respond and work at the designated Incident Command Center (Lithia Pavilion)
• Ability to safely take charge of a situation while maintaining effective leadership and communication skills during an emergency
• Respond immediately to incidents requiring CMT member response both during business hours and outside of regular business hours
• Ability to comprehend the emergency response methodology and terminology and have the ability to stay focused, to effectively deal with highly stressful conditions and events
• Ability to receive detailed briefings and respond accordingly
• Able to conduct all tasks to ensure the safety and welfare of yourself and others
Percent of total time 5

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