Contracts Specialist

Contract Administration  

• →Review, prepare, and process contracts of limited complexity for goods and services including but not limited to information technology hardware and software, event-related services, transportation services, clinical placement agreements, and service-learning agreements.
• →Monitor contract and agreement terms and assist with processing renewals, amendments, extensions, and terminations.
• →Coordinate with campus departments, Risk Management, University Counsel, and external agencies to facilitate contract review and execution.
• →Resolve up to moderately complex contract issues or disputes, ensuring compliance with contract terms and conditions. Elevate more complex issues to senior staff or leadership as needed.
• →Maintain contract records within applicable procurement and contract management systems.
• →Participate in project meetings and committees related to procurement operations, technology purchases, and procurement workflow processes.

Purchasing

• →Evaluate suppliers, goods, and services and select most advantageous supplier for the procurement.
• →Review and prioritize requisitions as well as evaluate and assist with proposed specifications.
• →Perform moderately complex negotiations, including legal terms, price, payment terms, and delivery options.
• →Obtain required documentation from requestors and suppliers including quotes, proposals, insurance certificates, IT documents, and tax forms.
• →Review monthly open purchase order reports to resolve open orders by communicating with Receiving, Accounts Payable, requestors, and/or vendors.
• →Utilize ProCard for processing low-risk orders to maximize campus rebate and improve cost savings.
• →Provide guidance to campus departments on procurement procedures, requirements, and allowable procurement methods.

Procurement Systems & Workflow Support

• →Provide campus support for CSUBUY Procure-to-Pay (P2P) system and punchout purchasing processes.
• →Review and route procurement transactions and punchout requisitions to ensure compliance with procurement policies and procedures.
• →Assist campus users with procurement workflow issues, requisition corrections, and supplier-related system inquiries.
• →Coordinate with suppliers to resolve procurement workflow and punchout ordering issues.
• →Run reports and compile procurement data related to purchasing activity, workflow processes, and supplier utilization.
• →Assist with procurement system testing, updates, and workflow improvements.

Bid Preparation & Contract Award

• →Prepare informal and formal invitations for bids and requests for proposals.
• →Respond to bid inquiries by vendors and prepare and release addendums.
• →Schedule, receive, and analyze bids as well as recommend contract award. Conduct risk assessments.
• →Negotiate pricing, delivery schedules, and contract terms and conditions within delegated authority.
• →Finalize procurement documentation and coordinate contract execution within established procedures.

• Experience procuring information technology hardware, software, subscriptions, or maintenance agreements.
• Experience processing event-related procurements including rentals, catering, transportation services, and speaker agreements.
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• Experience processing clinical placement agreements, affiliation agreements, or service-learning agreements.
• Knowledge of financial and procurement systems such as PeopleSoft and/or Jaggaer.
• Knowledge of CSU and State regulatory and administrative documents, California Public Contract Code, SUAM, and SAM.
• Certified Purchasing Manager (CPM), Certified Professional Public Buyer (CPPB), or similar procurement certification preferred.
• Public procurement knowledge.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

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• Regular and reliable attendance is required.
• Working knowledge of current principles, statutes, regulations, policies, procedures, practices, methods of procurement, contract delivery methods, and contract administration activities.
• General knowledge of principles and practices used in the development of contracts, contract administration, and contract law.
• Working knowledge of pricing, cost analysis, and principles and practices used in accounting.
• Working knowledge of benchmarking, budgeting, and cost estimating.
• Knowledge of equipment, materials, and services required by a public or large organization.
• Skill in evaluating and comparing the product specifications, contract details, and cost elements of a bid or proposal.
• Demonstrated ability to perform pricing and cost analysis.
• Ability to analyze and provide solutions.
• Skill and experience in cost-reduction techniques.
• Ability to research and compare product, quality, performance, and options.
• Skill in performing moderately complex negotiations, which may include, but not limited to, legal terms.
• Ability to prioritize, schedule, and undertake concurrent work assignments.
• Ability to effectively use procurement software and tools as well as applicable systems and applications in analysis, research, and reporting activities and projects.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.