OPS Procurement & Contracts Assistant

Florida Gulf Coast University•Lexington, MA

About The Position

The OPS Procurement & Contracts Assistant provides administrative and analytical support to the Procurement & Payment Services Department. The role supports contract management system migration, procurement research and solicitation processes. The position contributes to improving operational efficiency, strengthening internal controls, and ensuring compliance with applicable state statutes and university policies.

Requirements

High school diploma or equivalent.
Ability to process detailed information with a high degree of accuracy.
Proficiency in Microsoft Office applications (Word, Excel, Outlook).

Nice To Haves

Bachelor’s degree in Business, Finance, Accounting, Supply Chain Management, or related fields.
Experience with data entry, document management, or administrative support.
Familiarity with procurement processes or contract administration.
Experience using cloud-based or enterprise systems.
Ability to interpret and extract information from complex documents.
Strong organizational and time management skills.
Effective written and verbal communication skills.
Ability to handle confidential and sensitive information appropriately.
Analytical and problem-solving skills to resolve discrepancies.
Ability to work independently and collaboratively in a team environment.
Professional communication skills for interacting with internal and external stakeholders.

Responsibilities

Assist in migrating contract records from shared drives to a cloud-based contract management system.
Extract and input key contract data, including vendor name, contract value, and expiration dates.
Validate and verify contract information against source documents to ensure accuracy and completeness.
Organize and maintain electronic records in accordance with university standards.
Provides oversight to student learners
Maintain documentation that lists existing processes, pain points, and operational bottlenecks
Perform research duties to determine methods to optimize efficiency
Keep notes that pinpoint areas where the out-of-the-box functionality does not meet FGCU policies or regulatory requirements
Help prep templates (cleaning and formatting master data/templates).
Conduct research on cooperative purchasing agreements and sourcing options.
Assist with price comparisons and Total Cost of Ownership (TCO) evaluations.
Compile, organize, and summarize research findings for procurement staff review.
Assist with review of solicitation documents for clarity and completeness.
Support evaluation processes, including tracking submissions and documenting meetings.
Assist with contract file documentation and closeout activities.
Provide general administrative support to ensure efficient departmental operations.