Contract Administration Specialist

Description

The Contract Administration Specialist is responsible for supporting contract administration and the university's procurement card program. The Contract Administration Specialist maintains an electronic inventory of UHCL contracts, monitors/tracks contract development, and prepares a contract activity report for management to review weekly. Updates training materials, enters contract encumbrances into the PeopleSoft system and is the point person for contract archiving and retention. Provides customer service for the UHCL academic and administrative departments and fields questions and issues for management review.

Duties:

• Administers standard and nonstandard form contracts for the University. Maintains and provides financial and historical data for contracts. Performs record management for University contracts; central contract repository for University contracts. Maintains correspondence, compliance procedures and training documents for contracts. Provides customer service and support for contracts; advises and assists university employees on proper contract processes; provides training.

• Primary responsibilities include the support of the UHCL P-Card Program Administrator which may include: Maintaining p-card training documents; monitoring and analyzing the p-card program which includes noting any unusual cardholder activity usage patterns and other anomalies. Processing cardholder procurement card applications to establish credit card accounts for cardholders with the contracted bank. Canceling cardholder accounts via Online bank card access.

• Conducts p-card training for University cardholders, which includes demonstration to cardholders and account managers of how to navigate through and use the contracted bank's online data management and reallocation software program. Conducts audits of individual cardholder accounts in order to ensure compliance with p-card policies and procedures. Reports cardholder misuse to the P-Card Administrator when cardholder is in violation of p-card policies.

• Develops and maintains departmental relationships to provide precise client service and support for the p-card program, contract processing and other procurement resolutions.

• Maintains p-card web pages. Under the guidance direct of the Associate Director, updates information with policy and procedural changes in compliance with federal, state, and the System Administrative Memorandum (SAM) in order to maintain compliance with current laws and guidelines governing contractual agreements. Performs related duties as assigned.

Qualifications

Required:

99. Associate's degree in Business Administration or related field.

100. Minimum three years of general office experience related to project management or contract administration.

101. Thorough knowledge of principles, practices, guidelines and interpretation of technical and detailed policies related to contract administration.

102. Knowledge of State of Texas and UH System procurement policies and procedures.

103. Knowledge of software programs to include: word processing, spreadsheets, and PeopleSoft database.

104. Must be detailed oriented. Must have spelling, punctuation, editing and typing skills.

105. Ability to assimilate and implement new programs and policies related to p-cards during any transition of contracting bank or software system.

106. Ability to organize and prioritize efficiently time sensitive duties while maintaining high productivity and accuracy under pressure in a multi-tasking environment.

107. A service-oriented attitude and excellent customer service; interpersonal skills to handle internal and external contacts with a high level of satisfaction with discretion and confidentiality.

Desired:

Bachelor's degree in Business Administration or related field.

Certified procurement professional from State of Texas or national association upon hire.

Paralegal or Legal Assistant Certificate upon hire.

Required Attachments by Candidate Resume, Cover Letter/Letter of Application

Notes to Applicant:

Full-time position with benefits. Background check required. To apply, please complete the online application and attach a resume and a cover letter. Applications without the required documents will be disqualified.

Schedule: Full-time

Organization: C0140 Procurement