Contracts Analyst

American University•Washington, DC

12d•$72,000 - $77,000•Hybrid

About The Position

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University Department: Contracts Time Type: Full time Job Type: Regular FLSA Status: Exempt Work Modality: Hybrid 01 (On Campus 3-4 Days/Week) Union: Excluded Job Description: Summary: The Contract Analyst will drive the contracting process from initiation to execution including offer development, contract negotiations, implementation, and contract adherence. Responsible for negotiation, drafting, coordination, monitoring, and administration of all terms and conditions to procure necessary goods and services in support of the university under the direction of the Manager, Contract Management, in the Procurement and Contracts Department (“PCD”), which includes contract renewals, templates, and notifications as defined by and under the guidance of the Manager, Contract Management. The Contract Analyst will analyze various categories of spend and will review contracts for PCD Buyers as well as end users to ensure proper terms and conditions that are appropriate to the level of risk, type of contract, good, or service are present in the agreement. The Contract Analyst will, under the direction of the Manager, Contract Management, develop new contract templates and types of contractual vehicles for existing categories of spend as well as identifying new categories as well. The Contract Analyst will provide administrative support to the Manager, Contract Management, including but not limited to, tracking all contracts through their lifecycle using the contracts database, contracts database management, and filing of contracts appropriate within the database. This position reports to the Manager, Contract Management, in the Procurement and Contracts Department. Essential Functions: 1.) Contract Administration, Development, and Analysis Assists in the development of standard and unique contract language to be included in proposals and contracts. Coordinates with legal counsel to ensure appropriate approval of such language. Tracks all department contracts through the life cycle in the contracts database as the primary administrator. Monitors, coordinates, and approves (as appropriate) all annual contract renewals which include notifying end users of upcoming terminations with 30 to 180 days’ notice before expiration. Assists in the creation and identification of new and/or hybrid contracts, agreements, and amendments utilizing previously developed agreement templates as required. Performs supplier business reviews, including contract/program compliance and reports on outcomes in coordination with PCD Buyer. Drafts contractual language across all channels for offers, master agreements, and amendments to review with legal counsel to ensure that they are both compliant and mutually beneficial between parties. Conducts audits of existing contracts to identify risk areas where no documentation exists on contracts terms, and makes recommendations to rectify the situation. Conducts analysis and provides reporting on metrics such as offer to acceptance and acceptance to execution of contracts as needed. Works closely with the procurement function to establish strategic vendor relationships, planning and leading multiple projects under tight timeframes with a sense of urgency, measuring vendor performance, and ensuring a strong customer focus environment. Negotiates and acts as the contact person, in coordination with Procurement, for all master purchase agreements with selected manufacturers, distributors, and authorized resellers for materials and services. Uses consortium pricing where it is advantageous to end users. 2.) RFP Proposal and Contract Administration Works with PCD Buyers in the issuing of solicitations (RFP/RFQ/RFIs), proposal evaluation, and negotiation. Awards, administers, and closes out contracts as appropriate. Analyzes submissions through cost analysis and bid comparisons and contract term acceptance in coordination with PCD Buyers. Produces summaries of proposals as needed in coordination with PCD Buyers assigned to specific categories. 3.) Other Duties as Assigned Other duties as assigned by Manager, Contract Management, or Director of Procurement. Competencies: Prioritizing and Organizing. Acquiring and Analyzing Information. Managing Performance. Making Accurate Judgments and Decisions. Championing Customer Needs. Position Type/Expected Hours of Work: Full-time. 35 hours per week.

Requirements

Bachelor's degree.
3 - 5 years of relevant experience.
Strong writing skills and attention to detail.
Understanding of commercial contract language and industry standards.
Ability to analyze contracts and determine compliance with terms, conditions, and company guidelines.
Ability to complete assignments on time.
Focus on customer service and team building.
Ability to be diplomatic in discussions with both internal and external customers, as well as an ability to be persuasive to achieve desired results.
Ability to prioritize and manage multiple time sensitive business initiatives among business partners simultaneously.
Ability to adapt to change & multiple changing priorities.
Must be able to identify potential problems, conduct analysis and use judgement to determine if problem exists.
Proven skills in basic financial modeling as well as proficient use of all Microsoft Products.
Business process design and continuous improvement.
Data analysis skills.
Supplier relationship management & development skills.
Total Cost of Ownership (TCO) understanding.
Timely communication with internal and external customers is a must.
Fact-based negotiation skills.

Responsibilities

Contract Administration, Development, and Analysis Assists in the development of standard and unique contract language to be included in proposals and contracts.
Coordinates with legal counsel to ensure appropriate approval of such language.
Tracks all department contracts through the life cycle in the contracts database as the primary administrator.
Monitors, coordinates, and approves (as appropriate) all annual contract renewals which include notifying end users of upcoming terminations with 30 to 180 days’ notice before expiration.
Assists in the creation and identification of new and/or hybrid contracts, agreements, and amendments utilizing previously developed agreement templates as required.
Performs supplier business reviews, including contract/program compliance and reports on outcomes in coordination with PCD Buyer.
Drafts contractual language across all channels for offers, master agreements, and amendments to review with legal counsel to ensure that they are both compliant and mutually beneficial between parties.
Conducts audits of existing contracts to identify risk areas where no documentation exists on contracts terms, and makes recommendations to rectify the situation.
Conducts analysis and provides reporting on metrics such as offer to acceptance and acceptance to execution of contracts as needed.
Works closely with the procurement function to establish strategic vendor relationships, planning and leading multiple projects under tight timeframes with a sense of urgency, measuring vendor performance, and ensuring a strong customer focus environment.
Negotiates and acts as the contact person, in coordination with Procurement, for all master purchase agreements with selected manufacturers, distributors, and authorized resellers for materials and services.
Uses consortium pricing where it is advantageous to end users.
Works with PCD Buyers in the issuing of solicitations (RFP/RFQ/RFIs), proposal evaluation, and negotiation.
Awards, administers, and closes out contracts as appropriate.
Analyzes submissions through cost analysis and bid comparisons and contract term acceptance in coordination with PCD Buyers.
Produces summaries of proposals as needed in coordination with PCD Buyers assigned to specific categories.
Other duties as assigned by Manager, Contract Management, or Director of Procurement.