Contracts & Planning Specialist

University of Central Oklahoma•Edmond, OK

About The Position

The Contracts & Planning Specialist oversees contracts, procurement, participant registration, travel coordination, conference planning, budget tracking, and operational logistics. The role manages vendor relationships, consultant agreements, hotel and meeting-site arrangements, purchasing activities, and participant communications to support efficient project implementation. It monitors project timelines, supports fiscal accountability and compliance with institutional and federal requirements, and coordinates logistics for hybrid, virtual, and asynchronous training events. The Specialist serves as the designated operational lead when the Project Director is absent. This is a regular, part-time, hourly, non-exempt staff position, typically scheduled for 20 hours per week. Weekend work is required on conference dates, and some travel is required. It is grant-funded from October 1, 2026, through September 30, 2028. Grant-funded positions are not permanent but may be renewed if funding is renewed.

Requirements

Bachelor’s degree in a job-related field, or five or more years of work experience, or an equivalent combination of education and experience.
Work experience leading and planning, including program development and innovation, program prioritization, and assessment.
Appropriate professional accomplishments and credentials.
Valid driver's license, clean driving record, and ability to operate a typical motor vehicle.
Excellent telephone etiquette and written and oral communication, organizational, and public relations skills.
Ability to work well with others and maintain relationships with partners, vendors, and suppliers.
Ability to operate office equipment.
Ability to multitask and maintain attention to detail.
Demonstrated warm, caring, professional, service-oriented attitude.
Ability to maintain confidentiality and work well in stressful situations.
Self-motivated, with the ability to listen to and synthesize directives.
Good supervisory skills.

Responsibilities

Oversee contracts, procurement, participant registration, travel coordination, conference planning, budget tracking, and operational logistics.
Manage vendor relationships, consultant agreements, hotel and meeting-site arrangements, purchasing activities, and participant communications.
Monitor project timelines and support fiscal accountability and compliance with institutional and federal requirements.
Coordinate logistics for hybrid, virtual, and asynchronous training events.
Serve as the designated operational lead in the absence of the Project Director.
May coordinate and/or facilitate training and development for employee groups.
Gather information and prepare reports, correspondence, and memorandums; research and resolve issues.
Prepare special or confidential reports and assist with special events, projects, or surveys.
Take responsibility for small projects and oversee them through completion.
Maintain files and appointment calendars; may be responsible for departmental time cards.
Assist with operating procedures, cost reductions, operating practices, record-keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports.
Support internal controls, including time and effort reports and purchasing-card purchases.
Provide administrative assistance with travel, requisitions, and purchase orders.
Prepare for and review quarterly site audits, including compliance and organizing documentation in accordance with established procedures.
Perform other duties as assigned.