Contract Coordinator (Buyer 3)
Recruitment #: S2230
Review Date: Immediate review | Open until filled
Department: Facilities Services
Annual Salary Rate: $3,650 – $5,570 [10 step salary]
The Contract Coordinator’s primary focus is on Facilities Services contracts. This position is responsible for determining the type of contract needed, type of procurement, and preparing bid documents for publication, recording bids, and follow-up with the selected vendor to the completion of a contract. The individual within this position assists with developing the scope of work to be provided to vendors, collects quotes and bids from vendors for work to be performed. This position tracks all Facilities Services contracts and campus Master contracts for BOLI compliance and drawdown on “Not to Exceed” amounts. In its primary focus, the position will work closely with other campus units to accomplish its work, including, but not limited to, the Office of the Vice President & General Counsel, the Office of Finance & Administration, and University Housing & Dining.
The Contract Coordinator will maintain recordkeeping for contracts and process change orders and amendments as needed. This individual will update building floor plans, utility maps, and campus maps whenever changes are made, as well as coordinate with project managers on signage and furniture for construction and renovations. The Contract Coordinator will maintain meticulous files and documentation and follow policies and procedures as required by University policy and state and federal law. In addition, the position will assist with Facilities Services property management and its work order system. This position also assists the Assistant Director of Facilities Operations with accounting of invoices, JV’s, etc.
● Three years of purchasing experience which must include using purchasing practices, procedures, and techniques such as determining specifications, placing purchase orders, and processing requisitions, as well as familiarity with BOLI regulations and processes; AND
● A Bachelor’s degree in Business Administration or a closely-related field or three more years of relevant experience
● Must be able to perform campus walk-throughs with vendors under adverse weather conditions
● Must be able to occasionally enter tunnels, attics, etc. to conduct scope of work process
● Must be able to efficiently manage deadlines
● Demonstrated experience in communicating effectively, both written and oral, and exercising sound and reasoned judgment
● Comfort or experience with the higher education culture and a public sector employer
Click here for the complete position description which includes knowledge areas and preferred qualifications.
Required Application materials (PDF only):
Employee COVID-19 Vaccine Requirement:
All WOU students and employees are required to be fully vaccinated against COVID-19. All newly hired employees must meet the vaccination requirement or file an exemption prior to their first day of employment.
Western Oregon University offers an excellent benefits package for eligible employees which includes 95% premium paid healthcare, a generous retirement and vacation package, and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities. http://www.wou.edu/hr/benefits/
Contact information for three professional references will be requested of finalists. Western Oregon University only considers visa support for Tenure Track employees placed in specialized positions that are continuing regular university appointments for multiple years.
A criminal background and education check will be completed as a condition of employment.
Equal Employment Opportunity:
Western Oregon University is an equal opportunity employer that is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state and local laws.
Western Oregon University is an EO/AA/Veteran/Disability employer committed to increasing the diversity of its workforce.