Wake Forest University Looking for Contracts Administrator, Procurement and Payment Services Full Time

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current  Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History. 

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Contracts Administrator has responsibility for the administration of the University’s contract management process, which entails facilitation, development, review, negotiation, and coordination of approvals and signatures for University contracts (excluding personnel and research agreements, and other types of contracts as agreed). Duties include management of a contracts management database. The Contracts Administrator provides daily support to members of Procurement Services, the Legal Department, and campus customers in the drafting and review of routine and complex contracts, following established criteria while seeking guidance from attorneys within the Legal Department and Procurement leadership. Under supervision of a University attorney, the Contracts Administrator reviews and revises proposed contractual language and determines, evaluates, and proposes additional terms as needed to mitigate risk before sending contracts for approval and execution.
The Contracts Administrator supports best practices in contract life cycle management through effective communication and partnership building with all campus units.

Job Description

Essential Functions:

• Coordinates the management and review of the University’s portfolio of contracts, including agreements for the purchase or license of goods and services.
• Facilitates, develops, reviews, negotiates, and tracks contract activities with an emphasis on ensuring a thorough review and analysis of contract terms and conditions to ensure the University is adequately protected from risk of loss. 
• Supports the review of Requests for Proposals (“RFPs”) and other market solicitations for compliance, standardization, and adherence to best practices. Interacts daily with campus departments, suppliers, and the Legal Department.
• Prepares correspondence to suppliers and campus regarding contract terms and conditions.
• Monitors the population of open, pending, and renewing contracts.
• Supports the Procurement staff in proactively alerting campus departments of impending contract terminations and renewals.
• Identifies and analyzes risks and deviations from University policies and external requirements.
• Supports the campus efforts to develop, expand, and implement procurement templates, contracting tools, policies, and processes.
• Reviews, develops, and coordinates policies and procedures to ensure contract compliance in terms of contract development, terms and conditions, authorizations and approvals, and thresholds.
• Supports the training and education of customers on contracts related policies and procedures.
• Works with the Procurement & Payment Services management team to investigate, formulate, and execute plans to continuously improve the contract process.
• Performs legal research relevant to contract related issues or litigation in accordance with preliminary instructions as to methods or approach, source materials available, and policy and precedent of the University; and summarizes research findings for attorneys.
• Responds to campus contract-related inquiries regarding policies, procedures, etc.
• Benchmarks contracting processes and contracting terms and conditions with other institutions.

Other Functions:

• Maintains professional certifications, as applicable, through continuing education and development.
• Assists in special projects and preparation of corporate documents as requested.
• Ensures all contract-related record retention requirements for the University are met.
• Demonstrates excellent customer service.
• Moves adeptly from strategic thinking to tactical execution.
• Remains solutions-oriented and solves complicated problems.
• Communicates effectively.
• Innovates persuasively.
• Simplifies complexity.

Required Education, Knowledge, Skills, Abilities:

• Associate degree in Paralegal Studies and three years of paralegal experience, or Bachelor’s degree and 3 years of paralegal or contract administration or related experience, or an equivalent combination of education and experience.
• Advanced knowledge of contracting functions and principles.
• Demonstrated skill in negotiations.
• Practical skills in contract terms and specification writing.
• Ability to work on and prioritize multiple tasks to meet deadlines.
• Ability to analyze and interpret policies and procedures.
• Ability to research, analyze data, suggest solutions, and resolve contract negotiation and performance issues.
• Effective communication skills, both verbal and written.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to learn new software applications.

Preferred Education, Knowledge, Skills, Abilities:

• Contract management experience in higher education
• Professional certification from a nationally recognized program (i.e., CPCM, CCMA) or a North Carolina certified paralegal.
• Advanced proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Workday Procurement and contract management software proficiency.

Accountabilities:

• Responsible for own work.

Additional Job Description

Wake Forest University requires proof of full vaccination with an FDA approved or authorized COVID-19 vaccine for all positions posted on or after September 13, 2021.  Wake Forest University requires that you provide satisfactory proof of full vaccination status to Human Resources within three days of your hire date. You must also maintain full COVID-19 vaccination status, as classified by the CDC, during your employment at Wake Forest University.

Consistent with federal, state and local law, Wake Forest  University will consider accommodations for disability- and religious-based reasons unless providing an accommodation would result in an undue hardship to the University.  

If you seek an accommodation from the vaccination requirement for disability- or religious-based reasons, you should contact Human Resources.

New employees who are hired into positions posted prior to September 13, 2021, offers of employment made to new employees prior to that date, and employees for positions at Graylyn Conference Center are generally exempt from the vaccination requirement unless the employee’s position is otherwise subject to a vaccination requirement due to the essential components of the position as described in Policy.

Time Type Requirement

Full time
Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.