Code
5362
PCLS
N3070
Pay Grade
112
Exempt
No
ORP
No
EEO Code
3
Title
Coordinator, Contracts
Description

Responsible for the coordination of the University's contract administration function in accordance with established policies and procedures and disseminating fully executed contracts to all interested parties. Triage the contract intake, review and routing process.  Maintains the contract database and monitors contract progress from inception through completion. Assist vendors and internal customers with questions related to contracts as the point of contact for contractual matters.  Monitors the Contract Management email account for MSU department and vendor request regarding contracts.  Maintains and organizes the log of all incoming and outgoing documents/contracts. Has a role in monitoring enhanced to high risk contracts or performance monitoring contracts. Responsible for the contract review process to ensure compliance with applicable procurement regulations.  Assists in the review of all new grant-related contract documents prior to submission for approval by the appropriate vice presidents and/or the President. Assists the General Counsel with special contract related projects and prepares a variety of statistical reports. Reports to the Director of Purchasing and Contract Management.

Examples

Performs data entry of documentation into the contract management database; maintains paper/electronic files; monitors routings, and approvals; communicates with end users. Monitors existing contracts progression; ensures contracts are properly routed, approved, and signed; coordinates with end users to conclude contracts; and assists departments with the contract review process, ensuring compliance with applicable procurement rules. Modify contracts as directed by Purchasing & Contract Management Director or General Counsel utilizing Adobe programs or by attaching various legal addenda.  Prepares annual renewal forms for contracts as well as change orders to existing contracts. Assists the Director of Purchasing and the General Counsel in the annual review and assessment of the University's contract administration procedures. Assists with compliance audits on University contracts and agreements. Prepares statistical reports, analytical summaries with other reports and recommendations and performs routine clerical and administrative duties associated with the procurement and contract function. Assists with Legislative Budget Board reporting and other required reporting. Performs other related duties as assigned.

Physical Condition

Regular computer keyboard, mouse, and monitor use. Repetitive arm, hand, finger motions. 

Experience

One or more years’ experience in contract administration/management in a public Texas higher education environment

Knowledge

Must have a functional knowledge of contract law specifically related to Texas. Proficiency in the use of computers and commonly used Microsoft office software programs. Must know or be able to quickly learn and implement contract repository (Contract Assistant) software.

 

Education

Bachelor's Degree in Business or related field preferred. *Must have or be able to obtain and maintain certification as a Texas Contract Manager (CTCM).  Must comply with all University and departmental rules, laws, policies and procedures; attends all required training or certification programs with the specified time frames.

Additional Requirements

Must be able to work independently, be well-organized and accurate, and meet deadlines. Must be able to establish and maintain effective working relationships. Must have a team orientation; be adaptable, and cooperative; have strong interpersonal, communication, and customer service skills. *Must observe strict confidentiality. *Regular reliable attendance is required. *This position is designated as security sensitive (Mod) and requires a criminal background check.

Last Updated 02-16-2022