Contract Officer

Stony Brook University•Stony Brook, NY

44d

About The Position

There are four categories and sourcing units within Procurement: Information Technology & Telecommunications, Campus & Research Operations, Administrative Services, & Construction, and Transportation & Trade Services. The Contracts Officer's responsibilities include reviewing, developing, and processing complex contracts, agreements, purchase orders, and change orders for the University. The incumbent will collaborate with internal stakeholders to develop targeted category and sourcing strategies. In addition, the incumbent will be responsible for bid development, e-sourcing events, negotiations and contract drafting/finalization and execution. Strong negotiation and excellent communication and data analytic skills are critical for success in this role. The incumbent must have experience developing and implementing procurement strategies in roles such as category management, strategic sourcing, contract management, or other strategically oriented procurement roles. The incumbent will ensure that all New York State and Research Foundation policies are followed while meeting the department's requirements.

Requirements

Bachelor's degree (foreign equivalent or higher).
Three (3) years of full-time, progressively responsible professional procurement experience.
Experience with Microsoft Office Suite and/or Google Workspace.

Nice To Haves

Additional years (4 ) of full-time, progressively responsible professional procurement experience.
Experience bidding, reviewing, and negotiating supplier contracts.
Certified purchasing or supply chain management credentials.
Experience leading contract negotiations with suppliers.
Proficiency with Jaggaer or other procure-to-pay systems.
Experience in New York State agency or higher education procurement.

Responsibilities

Purchasing & Contracts Management:
Review, develop, negotiate, process, and administer complex contracts, agreements, purchase orders, and change orders for university required/related goods, equipment and services, including the development of bid specifications in accordance with applicable State & University purchasing laws, procedures, and guidelines.
Manage RFx processes, including Request for Information (RFI), Request for Quotations (RFQs), Invitation for Bids (IFB), etc. for complex commodity and service procurements.
Conduct RFx/bid events in accordance with applicable purchasing laws, procedures, and guidelines.
Deliver Cost Savings, via either cost reductions or cost avoidance, to the University per the stated annual objective.
Work with Legal to mitigate potential contract risk.
Perform all administrative support work for contractual and bidding transactions as necessary.
Review, enforce, and revise (where/when appropriate) specifications for all assigned contracts.
Enter contracts and supporting documentation in the Contracts database in a timely manner.
In support of efforts to compile accurate and timely metrics, upload all procurement-related data promptly.
Ensures compliance with all Federal, New York State, SUNY, Research Foundation, and University rules, regulations, and guidelines related to the procurement of goods and services.
Ensure contract terms & conditions align with State and University guidelines.
Serve as campus liaison with other New York State agencies (Attorney General (AG), Office of the New York State Comptroller (OSC), Office of General Services,) on procurement issues.
Effectively communicate procurement rules and regulations to the campus community and vendors.
Strategic Sourcing & Category Management:
Manage assigned subcategories to ensure the organization proactively drives tangible results tied to enhanced insights and strategy around category-specific opportunities.
Proactively engage internal stakeholders to understand requirements, validate/refine strategic priorities, manage renewal/ pipeline planning, and champion efficiency objectives.
Business Stakeholder Engagement:
Collaborate with key stakeholders on the education of procurement processes and policies for Procurement team members and internal stakeholders.
Establish a meeting cadence with key stakeholders from the Research community to help form a collaborative relationship. Develop category plans and sourcing strategies that align with your stakeholders' goals and objectives.
Supplier Engagement:
Establish a list of suppliers who deliver value to the University. Establish a meeting cadence to share information to improve planning and collaboration.
Proactively manage the performance of your key suppliers.
Conduct Business Reviews (quarterly, annually, etc.) with key suppliers associated with your subcategories.
Data Analytics:
Analyze supplier data (including spend, usage, and performance), market data, and industry trends to determine appropriate category and sourcing strategies. Utilize the analysis to identify initiatives to improve purchasing efficiency, save costs and reduce supply risk.
MWBE Vendor Solicitation & Utilization:
Implement the solicitation and utilization of Minority and Women Owned Business Enterprises (MWBE) vendors for contractual services and materials.
Documents in procurement record what steps were taken to ensure MWBEs were contacted for solicitation and discretionary purchases.
Miscellaneous Responsibilities:
Act as a mentor and source of information for new & less experienced contract officers, buyers, and administrative support staff.
Other duties or projects as assigned as appropriate to rank and departmental mission.