Senior Contract Officer
About The Position
This advanced-level position performs procurement and contracting functions supporting the University and the College of Agriculture (COA), Cooperative Extension and Agricultural Research. The position ensures compliance with applicable Commonwealth of Virginia procurement laws, University policies, Office of Procurement Services (OPS) procedures, VASCUPP guidance, VITA Buy IT requirements, CAPP policies, and the Virginia Public Procurement Act (VPPA). The position manages complex of goods and services, promotes SWaM business participation, evaluates pricing and cost-effectiveness, and develops and reviews solicitations and contracts, including IFBs, RFPs, Unsealed Bids, Sole Sources, MOUs/MOAs, and standard contracts. The position utilizes systems and resources such as eVA, Banner, OpenGov, VendorPanel, SBSD, and other cooperative contracts. The position also provides procurement training, guidance, and assistance to College of Agriculture (COA), Cooperative Extension and Agricultural Research faculty and staff; reviews and monitors procurement activities; and supports daily procurement transactions to ensure departmental needs are met timely and in accordance with established procurement requirements. This position operates under a collaborative reporting structure between the College of Agriculture Agency 234, and the Office of Procurement Services (OPS). While administratively assigned to the College of Agriculture, the position has a dotted-line reporting relationship to OPS for procurement related functions. The position works jointly with OPS leadership to ensure consistent procurement practices, compliance, appropriate procurement methods, and alignment with University and Commonwealth requirements. To support the mission and goals of Virginia State University and the College of Agriculture (COA), Cooperative Extension and Agricultural Research, by procuring quality goods and services at competitive prices. This position manages complex procurement and contracting activities, ensuring solicitations, purchases, and contracts are processed fairly, timely, and in compliance with Commonwealth of Virginia and University procurement laws, regulations, policies, and procedures.
Requirements
- Responsible for writing and administering formal and informal solicitations, including IFBs, RFPs and other approved procurement methods using County and Virginia Public Procurement laws, University Policy, the institution of Higher Education Manual, and all ordinances and policies.
- Responsible for developing contracts, sole source determinations, and advising departments on the writing and development of specifications, scope of work, and scope of services.
- Thorough understanding of the University’s Procurement Manual, the Commonwealth of Virginia Procurement Manual for IHEV, VPPA and regulations in the Vendors Manual published by the Department of General Services, Division of Purchases and Supply; VASCUPP, VITA Buy-IT Manual, DOA CAPP Manual, and other procurement guides (eVA, Banner, OpenGov, VendorPanel, and DSBSD certified micro and small business) when applicable.
- Corresponds with the Board of Supervisors and the Finance Committee on recommendations to award contracts.
- Responsible for negotiating contracts, drafting contracts to reflect negotiations and any other pertinent information and works with contract administration department and university attorneys on contract revisions.
- Communicates with vendors and monitors contracts. Tracks contract end dates, change orders, modifications and renewal contracts.
- Administers terminations and Dispute Resolution to include meeting with vendor and contract administrators, department staff to determine resolution on disputes regarding contracts and which party is responsible.
- Administers contracts used by all University Departments for the procurement of goods and services.
- Provides customer service to internal and external customers as needed through daily advice and guidance.
- Maintains electronic record of term contracts and contract renewals.
- Responsible for verifying and approving procurements in the eVA, and Contract Database or other University electronic system(s).
- Ensures that the University Procurement Policy and your procurement actions are in line with Virginia Public Procurement Act and associated regulations.
- Assists the Office of Procurement Services with providing advisory services and training to university department staffs on purchasing policies.
- Oversees special procurement projects, travel and resolves day to day problems and issues, including preparing, reviewing, and analyzing solicitation budgets, preparing required meeting(s) agenda items and VPPA related opinions as necessary, and managing procurement status reports.
- Performs other related work as required.
- Considerable knowledge of state and federal regulations related to small purchase charge card operations, individual liability card operations, and air travel card operations, including Commonwealth Accounting Policies and Procedures (CAPP) Manual charge card section.
- Computer proficiency, including creating and updating complex Excel spreadsheets and creating complex Word documents.
- Ability to work with outside entities in a professional, responsible and effective manner.
- Ability to research, analyze and interpret statutory and regulatory requirements in the areas of procurement to determine effects on DOE programs and processes.
- Skilled in using automated financial systems including web-based charge card vendor applications such as Bank of America Works, Chrome River, Banner, eVA and OpenGov, etc.
Nice To Haves
- A combination of relevant education and training with coursework in business, procurement, or related field demonstrating of procurement
- Related experience preferably in state government or higher education and possess the preceding knowledge, skills, and abilities.
- As a lead Senior Contract Officer, must have a Virginia Contracting Associate certification and the ability to obtain the Virginia Contracting Officer (VCO) certification, preferably within one (1)-year of employment.
Responsibilities
- Procurement and eVA Requisition Management
- Strategic Sourcing, Solicitations and Contract Development
- Contract Development and Administration
- COA Procurement Guidance, Training and Customer Service
- Procurement Compliance and Research
- Small Business and Vendor Outreach
- Procurement Records, Reporting, Charge Card and Special Assignments
- Bank of America Works, Chrome River, and Special Assignments
- Records Retention
- Emergency Declarations
Benefits
- Optional Retirement Plan (ORP) Immediate vesting | Portable | Investment choice
- Virginia Retirement System (VRS) Defined benefit pension | Lifetime monthly income
- 457 Deferred Compensation Plan (DCP)
- 403(b) (TIAA)
- Comprehensive medical & dental plans
- Employee Assistance Program
- Paid annual and sick leave
- Paid state and federal holidays
- Employer-paid life insurance
- Flexible Spending Accounts
- Public Service Loan Forgiveness eligibility
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
