Reports To: Senior Executive Dir of Procurement & Contract Administration
Position Type: Staff
Position Summary: Under the general leadership of the Sr. Executive Director, Procurement and Contract Administration, the Contracts Administrator will be responsible for leading efforts to enhance the University's processes, systems, and capabilities as well as ensuring compliance for all third-party agreements for the purchase or use of all types of goods and services (including construction); while maintaining the highest level of discretion and confidentiality. Balancing campus needs with the responsibility of ensuring the University's interests and rights are protected, this role navigates challenging contractual situations in partnership with stakeholders and responsible constituent departments. As this position will help establish new workflows for the management of purchasing contracts for the university, the incumbent must understand and be able to effectively convey change management to the campus community and assist with the implementation and roll-out of the new processes and system.
Essential Functions: - Negotiates and processes contracts for the University requiring collaboration and input from subject matter experts for a wide variety of stakeholders and in partnership with the campus community. - Collaborates with Procurement Services, the office of Legal Counsel and with other campus partners to provide expert guidance and support on contract strategies for purchasing a comprehensive variety of goods and services (including construction) necessary for the education and research programs of the University. - Seeks continuous improvement and knowledge concerning master agreements, contract templates, education tools, and the lifecycle management of all agreements using the University's contract management system. - Serves as the primary point of contact to review, edit and manage the flow of all university contracts involving the purchase of goods and services (including construction) throughout the contractual lifecycle from the inception point to finalization, including retention, and storage of all executed agreements and amendments. - This role requires an individual capable of strategic qualities to manage and enhance a university-wide program; skilled flexibility to guide and educate the University on varied contracting situations; and the expertise to take ownership of the negotiation and execution of contracts in a confidential environment.
Contracting & Negotiations - Negotiate, edit and execute agreements in partnership with department and division heads and their authorized representatives. - Lead collaborative projects with university stakeholders, with consultation as appropriate from Risk Management and the Office of General Counsel, and others to streamline contract processes and enhance effectiveness of contractual provisions. - Provide expertise and knowledge in consultation with the Office of the General Counsel and Risk Management in the evaluation of non-standard terms and conditions to ensure successful contractual and operational outcomes while maintaining adherence to university, and State policies while minimizing risk. - Collaborate with campus stakeholders (at all levels) to explain the practical and relevant contractual risks and benefits consistent with university policies and applicable law, while providing contract guidance and direction.
Standardization & Simplification - Refine and enhance work processes and systems necessary to streamline contract life cycle management efforts. - Use analytics and collaborative activities to develop and execute a roadmap of contract templates, tools, and trainings simplifying work processes and building contract capabilities within Procurement Services and across the University. - Collaborate with the Office of General Counsel on standard contract terms and conditions, templates and clause libraries to reduce cycle time and contract complexity. - Develop and execute action plans in collaboration with Risk Management to address scope and remediate the risk specific to the proposed contractual activity.
Program Management & Governance - Use a data driven approach to enhance system capabilities and processes to define, collect, benchmark metrics and KPIs with informed strategies for report and contract management activity process improvements. - Develop and manage dashboards, reports to encourage contract process excellence for use of preferred and diverse suppliers within the University community. - Collaborate with internal and external parties to ensure trends and emerging issues, and ensure regulatory changes are reflected in systems, processes, and policies positively.
Additional Functions: - Responsible for ensuring the appropriate workflow for contract routing. - Works closely with Procurement staff on the development of RFX's as well as supplier on-boarding to ensure contact compliance. - Develop evaluation matrices, terms and conditions, quality assurance and all necessary documents relating to a contract. The Office of Procurement and Contract Administration actively searches for staff members of exceptional ability and promise who share in NJIT's commitment to excellence, and who present a diversity of viewpoints and cultures.
Prerequisite Qualifications: - Bachelor's Degree in Business, Supply Chain, Law, or related field. - 7+ years' experience in a contract administrator/management role preferably in procurement. - Knowledge and experience drafting and negotiating legal agreements. - Exceptional analytical and problem-solving skills. - Demonstrated ability to apply contracting principles to a variety of goods and services (including construction). - Outstanding collaboration and time management skills to work across many departments managing multiple priorities within deadlines. - Experience with Contract Lifecycle Management solutions and methodologies including authoring, version control, and monitoring. - At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Preferred Qualifications: - Experience with federally funded purchases including Federal Acquisition Regulations. - Experience working within public sector procurement laws, rules and regulations. - Experience with contract management software programs. - Familiarity with Banner, Unimarket or other ERP suites. - Experience in a Higher Education environment. - JD degree.
Bargaining Unit: Non-Aligned
FLSA: Exempt Full-Time
EEO Statement: As an EEO employer, NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women.
Diversity Statement: As a Minority Serving Institution and Asian-American and Native American Pacific Islander Serving Institution, diversity is a core value of NJIT and we are committed to make diversity, equity, inclusion, and belonging, part of everything we do. We celebrate the diversity of our university community and recognize the cultural and personal differences each member of the community brings to NJIT. We strive to cultivate an inclusive campus culture that promotes excellence among our faculty, staff and students. Building a robust and diverse community is critical to NJIT’s continuing status as a premier institution of higher education and a leading polytechnic university.