Senior Contract Specialist

Howard University•Washington, DC

4d•$75,000 - $85,000

About The Position

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission. At Howard University, we prioritize well-being and professional growth. Here is what we offer: Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support Work-Life Balance: PTO, paid holidays, flexible work arrangements Financial Wellness: Competitive salary, 403(b) with company match Professional Development: Ongoing training, tuition reimbursement, and career advancement paths Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture Join Howard University and thrive with us! https://hr.howard.edu/benefits-wellness BASIC FUNCTION: Position has primary responsibility for the operational procedure and process associated with contractual arrangements/agreements for goods and services procured by the University. Also responsible for preaward and/or postaward functions for a variety of supply, service, and/or construction contracts for several activities within an organizational component or in a geographical area. The employee is responsible for a variety of contracts which frequently require special handling provisions or other specialized terms and conditions. Some contracts cover a period of more than one year. Typical requirements include technical equipment, supplies, construction, and services ranging from standard items which are complicated by urgent delivery requirements or security classification to complex or sophisticated requirements. Examples include equipment or services needed to support a research and development activity; ADP equipment, software and related services; conversion of installation functions from in-house to contract operations; negotiated contracts with disadvantaged business firms; contracts for Principal Investigators and other specialized services and equipment for Research or a Hospital; construction projects related to new buildings, roads, docks, and others which consist of standard design and specifications; negotiation of contract modifications and change orders caused by inadequate existing drawings, defective specifications, or changed site conditions; alteration and repair projects such as those requiring the demolition and removal of existing walls and windows, relocation of heating and air conditioning systems, and modification of primary lighting and communication channels; contracts for design and/or engineering services, other technical services, and technical equipment and supplies; or contracts for acquisition and installation of building equipment systems.

Requirements

Sensitive to the interrelationship of both people and functions within the department.
Ability to apply strict confidentiality regarding budget issues.
Strong team building and interpersonal skills
Strong project and relationship management skills
Ability to establish and maintain effective and harmonious working relations with staff, University officials and the general public
Good communication skills
Customer service orientation
Must be able to read and interpret the underlying purpose of contractual agreements, including the concepts of offer and acceptance and bargained-for transaction.
Knowledge of the healthcare industry and of University purchasing practices, procedures and techniques is also desirable.
Must be comfortable communicating instructions and process information to customers of all levels within the organization, including executive leaders.
Comprehensive knowledge of Government Contracting and related laws, regulations and guidelines such as FARS.
Comprehensive knowledge of the terminology related to the sponsored research agreements.
Comprehensive knowledge of basic contracting phases such as pre-award award and post-award.
Comprehensive knowledge of principles, practices and methodologies of accounting including grant administration and budget policies and procedures
Knowledge of computer skills: spreadsheet, database, word processing, and presentation software as well as other standard office equipment.
Ability to use technology – contract management software and a standard suite of office software applications
Ability to organize information, generate reports and maintain data regarding contracts and contract process requests in a database.
Comprehensive knowledge of basic contracting phases such as pre-award award and post-award.
Comprehensive knowledge of principles, practices and methodologies of accounting including grant administration and budget policies and procedures
Bachelor’s degree in Business Administration or a related field of study
5 to 10 years experience in an academic, healthcare environment or an equivalent combination of relevant experience and training.
Experience with Workday
Experienced with the Federal Acquisition Regulations (FAR/DFAR) a plus

Nice To Haves

Possession of a Certified Professional Contracts Manager (CPCM), Certified Federal Contracts Manager (CFCM), a Certified Research Administrator, or Certified Professional in Supply Management (CPSM) certification is preferred.

Responsibilities

Prepares documentation and legal draft of contracts/agreements, ensuring contract/agreement requirements are met, and works directly with Compliance Office and Office of General Counsel (OGC) to ensure contract/agreement language and requirements are appropriate and complies with Howard University and Hospital policies and procedures, and federal and state laws, to resolve compliance issues
Maintains confidentiality and protects sensitive data at all times, including patient & student, and proprietary information.
Coordinates work with various departments and serves as a liaison between HU and vendors to oversee the intake, review and finalization of all contracts that bind the University.
Maintain University Contracts and systems to ensure timely renegotiation and consistency of language/terms in order to provide maximum legal coverage.
Examines the operational scope of contracts, working collaboratively with user departments to ensure compliance.
Serves as a consultant and educator to management and administrative staff relating to contract/agreement compliance requirements and issues.
Review and analyze contracts not requiring legal review and identify language issues and/or concerns.
Provides guidance to technical personnel involved in the development of the statement of work or data requirements.
Formulates the contracting approach to be taken that will best satisfy the requirement.
In formally advertised procurements, ensures that the bid schedule is properly structured, prepares the solicitation, determines sources to be solicited, conducts prebid conferences, processes protests, determines the responsiveness of bids and determines the responsibility of the apparent low bidder based on an analysis of financial and technical information gained during the preaward survey, and awards or recommends award of the contract.
In negotiated procurements, the employee plans the procurement action with technical, legal, and contract pricing personnel.
Provides guidance in the development of the statement of work and data requirements, determines the type of contract best suited to the requirement, develops special clauses and terms and conditions applicable to the solicitation.
Determines the sources to be solicited, prepares applicable determinations and findings, conducts preproposal conferences, receives and evaluates proposals in conjunction with price/cost analysts or other technical personnel, determines the competitive range in negotiations with one or more offerors, prepares award documents and makes presentation to a contract board of awards or source selection authority when appropriate.
Responds to inquiries, including formal protests and congressional inquiries.
Monitors contractor performance in relation to the completion schedule required by the contract, insuring timely submission of technical progress reports, making periodic visits to the contractor's facility or work site, detecting and correcting labor standards violations, taking appropriate action to expedite delivery or performance when required by mission changes, monitoring the contractor's use of University-furnished property inventories, and issuing change orders occasioned by changes in mission requirements, defective specifications, changed site conditions, or changes in University-furnished property.
Negotiates settlements for such changes, approves contract payments, assesses liquidated or actual damages for nonperformance, issues show cause or cure notices, terminates contracts for default or convenience and negotiates settlements, prepares replies to other involved agencies, appeal boards, or congressional inquiries.
Coordinates review of issues list with management staff.
Negotiate all required language changes and review final documents to ensure all changes are appropriately made.
Prepare correspondence necessary to accomplish the finalization of contracts being processed.
Create contract files, negotiate changes, coordinate full and final execution of all contract documents, maintain Master Contract Filing system, administration and maintenance of the Contract Management Database, to include; monitoring, follow-up and resolution of all renewal notifications; scan and add all finalized contracts, amendments and insurance certificates to the database.
Monitors Contracts Administration e-mail and responds to customer inquiries in a professional, courteous and prompt manner no later than one business day after receipt of inquiry.
Maintains the highest degree of confidentiality with respect to information relating to business transactions and HU employees, patients, guests, physicians, co-workers and vendors.
Assists in the preparation of training manuals and training documentation for on-going contracts training, ensuring that manuals are updated appropriately with the newest version of procedures.
Assists with training faculty, staff, and students on legal issues in grants and contracts administration.
Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
Participates in activities that promote adherence to federal healthcare program requirements.
Actively participates in Health Sciences Compliance Program activities.
Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
Maintains confidentiality of patients, families, faculty, students, and staff.
Performs other job related duties within the assigned timeframes assigned by Director.