Senior Contract Administrator and Budget Coordinator

Florida Atlantic University•Boca Raton, FL

8d•Onsite

About The Position

The Office of Information Technology (OIT) at Florida Atlantic University is seeking a Senior Contract Administrator and Budget Coordinator on-site in Boca Raton, FL. This role provides leadership and oversight of contract development, negotiation, administration, and financial management within the OIT. The Senior Contract Administrator is responsible for reviewing, redlining, and negotiating external contracts with Information Technology vendors for software, IT equipment, and related services. This includes ensuring contract terms align with applicable rules, regulations, and Florida Statutes, coordinating with various university offices (General Counsel, Information Security, Purchasing) for review and approval, and facilitating document signatures. The role involves drafting various agreement types such as Contracts, Purchase Orders, Master Service Agreements (MSA), Professional Services Agreements (PSA), Statement of Work (SOW), Memorandums of Understanding (MOU), Non-Disclosure Agreements (NDA), and Consulting Agreements. The administrator will maintain a portfolio of contracts, monitor renewals, ensure compliance with state and federal statutes, and assist with vendor management. They will also serve as a resource for contracting questions, train OIT staff on procedures, develop formal solicitations, and maintain knowledge of public procurement policies. This position serves as the primary backup to the Director of Administrative Operations. The Budget Coordinator supports all budgetary functions for OIT, including the preparation, monitoring, and management of various funding sources (E&G, auxiliary, grant, special project, carryforward, and strategic funding). Responsibilities include analyzing operating expenditures, developing financial reports and projections, supporting the annual budget process, monitoring and reconciling departmental budgets, processing financial transactions, and collaborating with OIT leadership on budget projections and financial planning. The coordinator will also assist with data gathering for surveys and provide guidance to support staff on budget reporting.

Requirements

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience.
Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment.
Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

Nice To Haves

Master's or Bachelor's degree in Business, Finance, Accounting, or an appropriate area of specialization.

Responsibilities

Reviews, redlines, and collaborates with Office of Information Technology (OIT) Directors to negotiate external contracts with Information Technology vendors for software, IT equipment, and related services.
Ensures contract terms align with applicable rules, regulations, and Florida Statutes, and identifies necessary revisions to maintain compliance.
Coordinates with the Office of the General Counsel, Information Security, and Purchasing in the review of agreements/contracts to incorporate University requirements in negotiations and resolve issues related to the same.
Secures legal approval as required for contractual documents and facilitates document signature consistent with delegated signature authority.
Works with OIT Directors to draft agreements, amendments, and related documents to facilitate the contract process on behalf of Florida Atlantic University.
Maintains a portfolio of contracts and serves as the liaison to OIT Directors as it pertains to contract lifecycle management.
Monitors contracts and ensures OIT processes timely renewals for all products and services.
Ensures compliance with state and federal statutes and submission of Sole Source Certification & Waivers for Competitive Quote forms on all orders as required by the Office of Procurement.
Maintains a vendor list and product list, and assists with vendor management, along with the respective OIT Director.
Serves as a resource for OIT and all stakeholders regarding contracting questions or interpretation of contractual language and terms.
Guides and/or trains OIT staff (as needed) on purchasing and contract procedures.
Develops and coordinates formal solicitations for required goods and services when necessary.
Maintains working knowledge of public procurement and contracting policies, regulations, and best practices.
Resolves routine and non-routine issues, including complex contractual questions as they arise, and recommends solutions.
Serves as the primary backup to the Director of Administrative Operations.
Coordinates and supports all budgetary functions for OIT in collaboration with the Director, including preparation, monitoring, and management of E&G, auxiliary, grant, special project, carryforward, and strategic funding sources.
Analyzes operating expenditures, including Salary & Benefits, and develops monthly financial reports and projections; recommends budget adjustments based on trends, variances, and fiscal needs.
Supports the annual budget process by preparing and submitting initial budgets, compiling historical data, analyzing year-over-year variances, and producing detailed financial and statistical reports for leadership review.
Monitors and reconciles departmental budgets and expenditures, identifies and resolves funding discrepancies, and advises leadership on budget variances, deficits, and corrective actions.
Processes and manages financial transactions, including budget amendments, fund transfers, payroll and accounting adjustments, chargebacks, revenue collections, and vendor receivables, ensuring accuracy and compliance.
Collaborates with OIT leadership and staff to develop budget projections, evaluate funding requests, provide reporting guidance, support audits and surveys, and deliver data-driven recommendations for financial planning and decision-making.
Assists the Director and departments with annual budget requests; provides detailed reports on previous fiscal budget requests, and year-over-year variances; provides annual purchase order details and produces relevant statistical and historical financial reports.
Produces budgetary reports needed for annual budget construction.
Submits initial annual budgets in the current budget system for initial review by the Director and the CIO.
Monitors OIT budgets and resolves any funding deficits, SmartTag changes, and funding balance corrections.
Assists with data gathering and reporting for the Educause Core Data Survey.
Processes budget amendments for E&G, AUX, and Projects, fund transfers, accounting adjustments, payroll accounting adjustments, costing allocations, payment approvals, revenue collections, and vendor receivables.
Assists OIT staff with data gathering and information required by the Auxiliary Committee for new or existing Auxiliary requests.
Guides support staff with budget reporting, funding balances, revenue chargebacks, and Workday reports for departments.
Attends, participates, or subscribes to conferences, webinars, and/or listservs that facilitate contract administration information and updates.
Creates and delivers workshops and training to OIT Staff on contract and budget-related topics.
Perform other related duties and carry out other responsibilities as assigned.

Benefits

Medical (PPO/HMO $50 per month single & $180 per month family)
Dental
Vision
Life Insurance
Flexible Spending plans
Employee Assistance Program (EAP)
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
Paid Community Engagement Volunteer Service Day
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).