Contract Specialist - Hybrid

University of Miami•Hialeah, FL

2d•Hybrid

About The Position

The University of Miami/UHealth department of Supply Chain has an exciting opportunity for a Full Time Contract Specialist to work at in Hialeah, FL. The Contract Specialist assists in the preparation of contractual provisions and the administration of contract proposals to ensure compliance while evaluating contract compliance and advises others on contractual rights and obligations. The incumbent participates in the development and fulfillment of contract requirements in the purchase or sale/delivery of equipment, materials, products or services. Department Specific Functions The Contract Specialist manages the day-to-day administrative activities of the Contract Administration department, tracks agreements through the request-to-signature lifecycle and provides reporting to the Director, Contract Administration regarding agreement status and other key information. Key responsibilities include: Participates in the coordination and execution of agreements for the Contract Administration team. Interfaces by phone and email with internal clients at all levels of the organization across the UM enterprise, as well as external parties, on a daily basis. Conducts preliminary review of, summarizes and disseminates contract submissions and requests for information to Contract Administration team. Prior to routing contract for signature to University’s signatories, prepares summary of the agreement and salient terms. Researches transactional history in order to achieve current goals and respond to internal client inquiries. Assists with drafting contract documents and executive summaries as needed. Supports the assignment of contracts to other Contract Administration staff in consultation with the Executive Director and Directors. Provides customer service to internal clients and external parties, ensuring timely and accurate responses to inquiries. Advises on the creation of procedures to improve efficiency and effectively achieve department goals and participates in process improvement projects from time-to-time. Adheres to University and departmental policies and procedures and safeguards University’s interests. Creates, organizes, and manages electronic files. Maintains spreadsheets and databases for contract files. Maintains integrity of data in the University’s contract management system and files correspondence and documents into contract files. Ensures contracts are signed by appropriate parties. Prepares reports and documentation for departmental meetings as needed. Schedules and attends meetings as needed. Handles administrative tasks and responds to internal and external correspondence. Maintains strict confidentiality of the University’s contracting activities. Successful candidate will be a dependable, highly motivated and energetic self-starter, who has both the ability to work independently and exercise judgment with minimal supervision and is able to work collaboratively as part of the team. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Requirements

Bachelor’s degree in relevant field
Minimum 1 years of relevant experience
Strong customer service orientation
Ability to clearly and effectively communicate with internal clients and external parties
Strong organizational skills with ability to multi-task
Detail-oriented with strong commitment to work quality and accuracy
Strong MS Office (Excel, Word, and Outlook) and Adobe Acrobat skills
Strong English and grammar skills both written and oral
Ability to work under pressure and within time constraints
Possess strong analytical and organizational skills
Skill in collecting, organizing, and analyzing data
Ability to recognize, analyze, and solve a variety of problems
Be detail-oriented
Ability to exercise sound judgment in making critical decisions

Nice To Haves

2 years of relevant experience, preferred
Previous experience in a similar position preferred
Demonstrates familiarity with artificial intelligence (AI) tools relevant to contract administration; proficiency preferred.
Any relevant education, certifications and/or work experience may be considered.

Responsibilities

Assists in the preparation of contractual provisions and the administration of contract proposals.
Helps senior contract specialists to prepare bids and negotiate specifications with suppliers, partners or customers.
Participates in the development and fulfillment of contract requirements in the purchase or sale/delivery of equipment, materials, products or services.
Evaluates contract compliance and advises others on contractual rights and obligations.
Requests or approves amendments to contract terms or contract extensions.
Reviews new and/or continuing contract and service agreements to ensure the terms comply with legal guidelines, contracting principles, and cost constraints.
Researches federal, state, and local laws and requirements and their effect on bids, agreements, and contracts.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Participates in the coordination and execution of agreements for the Contract Administration team.
Interfaces by phone and email with internal clients at all levels of the organization across the UM enterprise, as well as external parties, on a daily basis.
Conducts preliminary review of, summarizes and disseminates contract submissions and requests for information to Contract Administration team.
Prior to routing contract for signature to University’s signatories, prepares summary of the agreement and salient terms.
Researches transactional history in order to achieve current goals and respond to internal client inquiries.
Assists with drafting contract documents and executive summaries as needed.
Supports the assignment of contracts to other Contract Administration staff in consultation with the Executive Director and Directors.
Provides customer service to internal clients and external parties, ensuring timely and accurate responses to inquiries.
Advises on the creation of procedures to improve efficiency and effectively achieve department goals and participates in process improvement projects from time-to-time.
Adheres to University and departmental policies and procedures and safeguards University’s interests.
Creates, organizes, and manages electronic files.
Maintains spreadsheets and databases for contract files.
Maintains integrity of data in the University’s contract management system and files correspondence and documents into contract files.
Ensures contracts are signed by appropriate parties.
Prepares reports and documentation for departmental meetings as needed.
Schedules and attends meetings as needed.
Handles administrative tasks and responds to internal and external correspondence.
Maintains strict confidentiality of the University’s contracting activities.