Contracts Assistant

University of Missouri System•Saint Louis, MO

32d•$18 - $21

About The Position

Maintain oversight of Missouri Contracts System database (the "portal") for professional service and other contracts handled by UMSL Business Services by ensuring that submitted contracts include cover sheet and all necessary information (parties, fees, start and end date, etc.), routing contracts for legal review if needed, and finalizing contracts for authorized official's signature. Assist supervisor and campus departments in the preparation of standard template contracts and agreements, including but not limited to the following units: Touhill Performing Arts Center, Nursing, Optometry, Athletics, St. Louis Mercantile Library, Planning & Construction, Student Life, and UMSL Global; coordinate legal approval and submission into the portal as necessary. Assist supervisor in negotiation of non-standard contract terms and conditions by performing first review and redline of contracts before submission to legal counsel for review. Ensure that all certificates of insurance (COIs) are promptly received from Consultants/Contractors and comply with contractual requirements. Follow up with outstanding contract matters (awaiting signature from other party, etc.) and ensure that all fully executed contracts are received, entered into portal, and marked as "complete." In conjunction with Facilities Management department, prepare standard Facilities contracts and documents, including but not limited to Consultant Agreements, General Consulting Agreements, Geotechnical Agreements, Land Surveyor Agreements, Construction Contracts, and Work Authorizations, in accordance with proposals and bids received. Request and review supporting documentation for Facilities contracts (supplier documents, labor and material bonds, etc.) for accuracy and compliance. Work in conjunction with supervisor to provide direction and expertise in assisting units in contractual information, risk assessment for programs/projects, and ensuring compliance with University rules, regulations, and policies. Obtain letters of evidence or, as applicable, COIs for liability coverages from Risk & Insurance Management Department (RIM) for external functions and rentals. Support campus stakeholders in reporting University-related claims, including but not limited to obtaining pertinent internal reports, preparing required forms, and interacting with RIM, claims adjuster, and University departments to gather required information. Assist supervisor in gathering required materials to submit to music licensing companies on a quarterly basis. Work closely with appropriate departments to obtain information for medical and professional liability actuarial studies, property inventories, and fleet inventories as required by RIM. Gather information as necessary to support lease administration, real estate transactions, and Open Records/Sunshine requests. Other related duties as assigned; special projects as requested by supervisor.

Requirements

An Associate's degree or an equivalent combination of education and experience and at least 2 years of experience from which comparable knowledge and skills can be acquired is necessary

Nice To Haves

Bachelor's degree or paralegal certification/emphasis in Legal Studies
Ability to learn new computer software and applications
Customer service experience
Attention to detail
Critical thinking skills

Responsibilities

Maintain oversight of Missouri Contracts System database
Assist supervisor and campus departments in the preparation of standard template contracts and agreements
Assist supervisor in negotiation of non-standard contract terms and conditions
Ensure that all certificates of insurance (COIs) are promptly received from Consultants/Contractors and comply with contractual requirements
Follow up with outstanding contract matters
Prepare standard Facilities contracts and documents
Request and review supporting documentation for Facilities contracts
Work in conjunction with supervisor to provide direction and expertise in assisting units in contractual information, risk assessment for programs/projects, and ensuring compliance with University rules, regulations, and policies
Obtain letters of evidence or, as applicable, COIs for liability coverages from Risk & Insurance Management Department (RIM) for external functions and rentals
Support campus stakeholders in reporting University-related claims
Assist supervisor in gathering required materials to submit to music licensing companies on a quarterly basis
Work closely with appropriate departments to obtain information for medical and professional liability actuarial studies, property inventories, and fleet inventories as required by RIM
Gather information as necessary to support lease administration, real estate transactions, and Open Records/Sunshine requests
Other related duties as assigned; special projects as requested by supervisor.