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Job ID: 141920

Senior Contract Coordinator
Northern Illinois University

Date Posted May 15, 2020
Title Senior Contract Coordinator
University Northern Illinois University
DeKalb, IL, United States
Department Procurement&Strategic Sourcing
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
  • Fiscal Services

Primary Function
This position is responsible for a wide range of complex procurement and contracting responsibilities within the Procurement Services & Contract Management office, with a focus on procurement contracts. Using established standards of good business practice and sound fiscal management , the Senior Contract Coordinator negotiates and oversees contractual relationships that are in the best interest of the University for a wide range of commodities and services, while utilizing various procurement and contract systems. this position oversees complex contract negotiations, including drafting and negotiating vendor terms. The Senior Contract Coordinator will also lead and participate in special projects/initiatives and serve as the subject matter expert to the University community and mentor for other procurement professionals. Senior Contract Coordinator will assist various University Departments with achieving optimum procurement practices, such as consolidations, cost savings, assist in refining specifications provided by customers, suppliers, university resource staff, and other sources. Senior Contract Coordinator will be instrumental in developing requests for proposals, bids, or
quotations in compliance with all applicable federal, state and university policies, rules, and regulations governing the procurement of commodities and services for a state institution of higher education.

Duties and Responsibilities (generally)
Duties and Responsibilities (generally) Assists colleges and departments in the development and review of contracts negotiation and execution of complex contracts for goods and services. Determines the best method for contracting for procured goods and services in accordance with procurement laws, regulations and guidelines. Develops, negotiates and coordinates execution of complex procurement-related contracts to ensure that: a) pricing and contractual terms and conditions are in the best interests of the University; b) Illinois State Procurement Code and Rules, and other necessary laws, rules regulations and University policies are employed throughout the procurement contract process; and c) legal and statutory requirements are incorporated into all agreements. Acts as liaison with colleges and departments to provide assistance and guidance during the contracting phase of procurements, to resolve complex issues necessary to secure University-preferred terms and provisions for incorporation into resultant procurement-related contracts. Collaborates with and develops an effective working relationship with Office of General Counsel, Risk Management, Accounts Payables and other functional groups to ensure contractual terms and conditions are acceptable and serve to mitigate potential contractual risks. Documents the contracting process, including assisting in drafting and updating contract terms and templates and related procurement contracting activities to properly document complex procurement projects and improve efficiencies in the contract process, ensuring rules, regulations, policies, and procedures are followed. May prepare recommendations for Board of Trustees approval and/or award. Provides guidance to University units regarding standard contracting procedures, as well as state, federal and University rules and regulations. Reviews purchase orders for accuracy and approves orders as allowed by level of authorization. Reviews requests for change orders or amendments and prepares documents to implement contract revisions. Assists with the training and education of purchasing staff, as well as staff in University colleges and departments. Conducts research associated with market trends of commodities, services, and reviews price index publications in order to assess fair market values of goods and services. Creates business intelligence and metrics that would yield viable processes, planning, and decisions focused on cost-savings. Serves as a University contact for vendors regarding procurement and contracting policies and procedures and maintains information regarding products, prices, service proposals and contracts, and facilitates vendor networking. Provides technical assistance to contractors to resolve deficiencies affecting the administration and approval of contracts, and performs other contract administration related activities. Prepares various reports related to procurement and contracting activities as requested by management. Performs other related duties and responsibilities appropriate for a Senior Contract Coordinator.

Minimum Required Qualifications for this position
1. Bachelor’s degree in business administration, management or a field related to the position
2. Two years of professional level accounting, managerial and/or business experience, one year of which was at an administrative level

Education and Experience Preferred
1. Bachelor’s degree in Accounting, Finance, Procurement, or related field
Equivalent post high school education and/or 7 years of work-related experience with any combination of procurement, contracts, or vendor management

List the knowledge, skills, and abilities critical to the performance of this position.
1. Knowledge of the structure and content of the English language including
the meaning and spelling of words, rules of composition, and grammar.
2. Basic knowledge of economic and accounting principles and practices, the
financial markets, banking and the analysis and reporting of financial data.
3. Knowledge of laws, the Illinois Procurement Code, government
regulations, executive orders, knowledge of State of Illinois and State
University Procurement procedures, as well as state and federal laws as they
pertain to purchasing.
4. Knowledge of principles and processes for providing customer and
personal services. This includes customer needs assessment, meeting quality
standards for services, and evaluation of customer satisfaction.
5. Knowledge of principles and methods for moving people or goods by air,
rail, sea, or road, including the relative costs and benefits.
6. Knowledge of materials related to procurement, production processes,
quality control, costs, and other techniques for maximizing the effective
manufacture and distribution of goods.
7. Knowledge of management principle, practices, methods, and techniques.
8. Supervisory and administrative abilities.
9. Decision making ability.
10. Ability to work effectively with the staff and public.

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