Sourcing and Contract Coordinator/Senior Sourcing and Contract Coordinator - Hybrid

University of Illinois Urbana-Champaign•Urbana, IL

3d•Hybrid

About The Position

This is a 100% full-time Civil Service position in System Purchasing & Support Services. The role involves participating in special projects, serving as a subject matter expert and mentor for procurement professionals, overseeing complex contract negotiations, preparing complex procurement solicitations (RFP/IFBs) and contracts, and developing and delivering training on procurement and contracting topics. Sponsorship for work authorization is not available for this position. The University of Illinois System is an equal opportunity employer.

Requirements

Bachelor's degree in business administration, management, or a field related to the position.
For Sourcing and Contract Coordinator Level: Two (2) years of professional business, financial, and/or managerial work experience.
For Senior Sourcing and Contract Coordinator Level: Four (4) years of professional business, financial, and/or managerial work experience.
Considerable knowledge of contract development, negotiation principles and practices, legal aspects of contracts, and State laws and University procedures related to contracting and procurement, or similar complex rules and regulations.
Significant knowledge and practical experience with contract specification writing.
Demonstrated organizational and analytical skills with attention to detail.
Ability to establish objectives, implement procedures, and develop methods to measure the effectiveness of results obtained.
Knowledge about general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
Knowledge of guidelines outlined in the following publications/resources: The General Rules Concerning University Organization and Procedure; University of Illinois Statutes; the Illinois Procurement Code (30 ILCS 500/); and relevant administrative rules.
Excellent keyboarding, grammar, and proofreading skills, with a strong emphasis on accuracy and applicable formats and criteria, to prepare and process correspondence, reports, and other documents that appropriately reflect University and department standards.
Advanced computer skills using Microsoft Office suite (e.g., Word, Excel, PowerPoint...) as well as proficiency with an Internet browser (e.g., Microsoft Edge, Mozilla Firefox, Chrome, or comparable browser).
Excellent verbal and written communication skills to effectively interact with University and departmental officials/staff.
Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
Proficiency with office equipment, including calculators, photocopiers, printers, and digital scanners.
Ability to work independently and to exercise good judgment and discretion in the performance of all work assignments.
Ability to multitask and prioritize work accordingly to meet deadlines while staying on task with daily assignments.
Strong organizational skills to maintain electronic and paper filing systems containing confidential information and records related to departmental operations.
Knowledge and respect for policies and procedures outlined for the University of Illinois System, Business and Financial Services, and the department.

Nice To Haves

A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience (for Coordinator Level).
A Master's Degree in an area consistent with the duties of the position may be substituted for two (2) years (24 months) of work experience (for Senior Coordinator Level).
Completion of professional certification, including Certified Professional Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), or similar designation.
Experience with iBuy/Contracts+, an eProcurement/Contract management platform provided by Jaggaer.
Familiarity with eProcurement and contract management platforms.

Responsibilities

Performs highly specialized contract negotiations and coordination for professional services.
Provides purchasing guidance and consultation to peers and System offices regarding complex procurement and contractual issues.
Interprets and administers State and University procurement regulations and rules.
Handles the procurement of complex projects and leads the evaluation of responses to major solicitations (RFP/IFBs).
Serves as a liaison with University Counsel, Risk Management, contractors, department/units, and executive management for contract negotiations, agreements, and procurement activities.
Analyzes current purchasing trends for University System offices to identify needs for annual contracts and/or pricing agreements.
Determines availability of group purchasing contracts/awards for use by System offices.
Participates in cooperative bidding process as requested.
Directs efforts, project plans, and staffing resources in special projects related to System Purchasing's goals and initiatives.
May develop and deliver training and presentations on procurement and contracting topics to internal and external audiences.
Assists the Senior Director of System Purchasing & Support Services with the Contract Administration of new or assigned Strategic Procurements.
Assures that necessary rules and regulations are employed in the contract process, and necessary legal requirements are incorporated into all agreements.
Communicates award information to University System offices.
Serves as a University contact for vendors regarding procurement policies and procedures and obtains information regarding products, prices, and service proposals.
Negotiates requests for change orders or amendments and prepares documents to implement contract revisions.
Performs other duties and responsibilities appropriate for a Sourcing and Contract Coordinator.
Assists in the administrative functions of the office such as ship-to-address additions.
Serves on University committees as needed and on behalf of the Senior Director of System Purchasing and Support Services.
Leads and independently manages highly specialized and complex contract negotiations and coordination for professional services.
Serves as a senior resource to procurement professionals and System offices in resolving complex or non-routine procurement and contractual issues.
Independently analyzes and interprets State and University procurement regulations and rules, recommends appropriate courses of action, and provides guidance on matters requiring advanced judgment or interpretation.
Leads the procurement of highly complex projects and leads the evaluation of responses to major solicitations (RFP/IFBs).
Analyzes current purchasing trends for University System offices to identify strategic contracting opportunities, potential efficiencies, and needs for annual contracts and/or pricing agreements.
Serves as a subject matter expert and mentor to procurement professionals, providing advanced guidance on contract administration, negotiations, solicitation development, and procurement practices.
May lead the work of or supervise staff engaged in procurement activities.
Develops and delivers advanced training, presentations, and guidance materials on procurement and contracting topics to internal and external audiences.
Provides advanced support to the Senior Director of System Purchasing & Support Services with the Contract Administration of new or assigned Strategic Procurements.
Independently evaluates and negotiates complex requests for change orders or amendments and prepares documents to implement contract revisions.
Analyzes procurement and contracting information and prepares complex reports, correspondence, and documents as requested by senior management.
Represents System Purchasing on University committees and cross-functional initiatives, providing procurement expertise and recommendations on behalf of the Senior Director of System Purchasing & Support Services as appropriate.