Contracts Specialist

CSU Careers • San José, CA

3d

About The Position

The Contracts Specialist provides administrative and analytical support to Contracts and Procurement Services. Working independently under limited supervision, this position is responsible for a variety of services to campus departments to ensure the procurement authority vested with the University is effectively implemented and administered in accordance with all applicable laws and regulations. The Contract Specialist prepares and processes contract documents for construction, construction related professional services, leases, student agreements, memorandums of understanding, license agreements, revenue agreements, long-term finance agreements and other contractual obligations required by the University. Key Responsibilities Initiate, evaluate, and execute a variety of contracts including construction related public works contracts, design and professional service agreements, leases, student agreements, memorandums of understanding, and other miscellaneous campus contracts in accordance with CSU, ICSUAM and SUAM guidelines General administration includes the analysis of contract financial data (review of Job Order Contract compliance, Change Order Requests), interpreting and applying rules and policy, understanding and making decisions related to terms and conditions, writing and developing public solicitations including evaluations/recommendations /contract specifications Provide contract management through the term of the contract to ensure appropriate execution of documents including notification, compliance with contract terms, termination of contracts, evaluation and verification of risk and insurance terms, overseeing evaluation teams and processes, communicating and interfacing with contractors, vendors, clients, university staff and faculty in fulfillment of duties Identify potential savings through proper execution of bid solicitations, intense review of Contractor requests for payment, risk evaluation and avoidance Display higher level of knowledge, skills, and experience in the construction industry and participating in current problem-solving techniques, applying CSU and University guidelines Actively participate in procurement planning, analysis, development, and evaluation of highly complex procurement programs with a broad impact to the university, community, and CSU Research, analysis, assessment, formulation, development, and evaluation from a strategic and operational perspective of programs such as emergency contracting, construction programs, student programs, revenue generating programs Regularly participate in planning and development activities and independent determination of methods meeting procurement program goals, policies, and laws Gather and report statistical information on contracting and procurement Prepare and review reports for public reporting requirements Work with staff to compile and post compilation audits, and project closure notifications Coordinate reports on project development and contracted activities Research procurement and contracting methodologies and recommend beneficial changes/implementations for policy and procedures as needed Coordination and administration of campus training sessions including procurement training, RFP training, vendor outreach conferences, and other related sessions Identify potential savings through proper execution of bid solicitations, review of Contractor requests for payment, risk evaluation and avoidance Responsible for contract management of public works projects for minor and major capital projects Closely monitor retention funds before release at the close-out phase of the projects

Requirements

• Contract Administration Expertise and the thorough knowledge of and ability to apply this expertise to complex programs and a wide range of university contracts, including the applicable laws and regulations governing the procurement programs
• Expertise in techniques, analysis, research, and development and the ability to interpret and evaluate results to develop sound conclusions and make recommendations
• Ability to understand university problems and objectives from a broad perspective and discern applicable underlying principles to conceive and develop strategic solutions in the execution of university contracts
• Ability to work effectively and collaboratively with a wide range of public and private entities over a broad range of contractual topics include those of potentially sensitive or confidential situations
• Ability to communicate with constituents in a professional and respectful manner
• Excellent oral and written communication skills
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties related to Procurement and Contracting, including pertinent laws and regulations
• Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions
• Ability to work with representatives from public and private entities and handle potentially sensitive situations
• Consultative skills in working with internal and external constituent groups
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus
• Ability to train others on new skills and procedures
• Knowledge of PeopleSoft or other ERP financial system, Department of General Services (DGS) eProcurement portal and online tools, PlanetBids Electronic Platform, Smartsheet or other project tools, PowerPoint and other training tools. Other computer skills (word, excel, access, and online meeting tools).
• Maintain knowledge of state laws, CSU policies, university policies, procedures and performance standards including but not limited to ICSUAM 5000, ICSUAM 9000 and other topics as needed in Contact Administrations
• Excellent customer service and public relations skills
• A bachelor's degree and/or equivalent training
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Nice To Haves

• Master’s Degree
• Experience with Contract Administration
• Experience with client relationship management
• Experience tracking relevant KPIs (e.g. contract performance, customer service, etc.)
• Experience with negotiating complex contracts
• Experience with risk management via contracts

Responsibilities

• Initiate, evaluate, and execute a variety of contracts including construction related public works contracts, design and professional service agreements, leases, student agreements, memorandums of understanding, and other miscellaneous campus contracts in accordance with CSU, ICSUAM and SUAM guidelines
• General administration includes the analysis of contract financial data (review of Job Order Contract compliance, Change Order Requests), interpreting and applying rules and policy, understanding and making decisions related to terms and conditions, writing and developing public solicitations including evaluations/recommendations /contract specifications
• Provide contract management through the term of the contract to ensure appropriate execution of documents including notification, compliance with contract terms, termination of contracts, evaluation and verification of risk and insurance terms, overseeing evaluation teams and processes, communicating and interfacing with contractors, vendors, clients, university staff and faculty in fulfillment of duties
• Identify potential savings through proper execution of bid solicitations, intense review of Contractor requests for payment, risk evaluation and avoidance
• Display higher level of knowledge, skills, and experience in the construction industry and participating in current problem-solving techniques, applying CSU and University guidelines
• Actively participate in procurement planning, analysis, development, and evaluation of highly complex procurement programs with a broad impact to the university, community, and CSU
• Research, analysis, assessment, formulation, development, and evaluation from a strategic and operational perspective of programs such as emergency contracting, construction programs, student programs, revenue generating programs
• Regularly participate in planning and development activities and independent determination of methods meeting procurement program goals, policies, and laws
• Gather and report statistical information on contracting and procurement
• Prepare and review reports for public reporting requirements
• Work with staff to compile and post compilation audits, and project closure notifications
• Coordinate reports on project development and contracted activities
• Research procurement and contracting methodologies and recommend beneficial changes/implementations for policy and procedures as needed
• Coordination and administration of campus training sessions including procurement training, RFP training, vendor outreach conferences, and other related sessions
• Identify potential savings through proper execution of bid solicitations, review of Contractor requests for payment, risk evaluation and avoidance
• Responsible for contract management of public works projects for minor and major capital projects
• Closely monitor retention funds before release at the close-out phase of the projects

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
• For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level