"Assistant Director, Contract Services"

Job Description

Assistant Director, Contract Services

Wright State University

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Assistant Director, Contract Services

Job Category: Administrative (exempt/non-exempt)

Department: Purchasing Department

EEO number: 25P296

Position FTE: 100%

Minimum Annual or Hourly Rate: $68,000

Salary Band: UC S06

Job Summary/Basic Function
This role primarily focuses on ensuring contract creation and compliance, encompassing various responsibilities such as maintaining contractual records, negotiating terms and agreements, and implementing procedures for effective contract management. Additionally, the position involves engaging with campus departments to assess contract value, facilitating communication between stakeholders, and providing guidance on contract matters. Process improvement and policy development are also key aspects, aiming to enhance efficiency and compliance across the university.

Minimum Qualifications

• Bachelor's degree from an accredited college or university in Management, Business or Public Administration, Business Law, Finance, Supply Chain Management, or related field
• Minimum three (3) years progressively responsible professional experience in purchasing, contract management, or auditing roles (legal, paralegal, or similar) or three (3) years of other experience relevant to the essential role and responsibilities of the job.
• Excellent verbal and written communication skills.
• Excellent organizational, negotiation, problem-solving and analytical skills.
• Ability to work independently.
• Highly developed attention to detail.

Preferred Qualifications

• MBA or master's degree in related field
• Ohio Paralegal Certification.
• Certification by a recognized professional organization such as Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (CPM), Certified Public Purchasing Officer (CPPO), Certified Public Procurement Buyer (CPPB), or equivalent
• Five (5) years related experience.

Essential Functions and percent of time
Contract Compliance (60%)

• Maintain contractual records, documentation, and correspondence, ensuring accuracy and updating information in the Contract Manager module of WrightBuy.
• Responsible for ensuring accuracy and updating of information to the Contract Manager module of WrightBuy (Jaggaer).
• Provide red-lined draft contract wording and negotiate terms with frequent interaction with the Office of General Counsel.
• Develop and maintain contract templates as appropriate, including approval process forms.
• Develop and implement procedures for contract management and administration in alignment with university policy.
• Collaborate with Risk Management on contractual insurance requirements.
• Perform routine reviews of contract accounts to ensure compliance.
• Review university policies and procedures for compliance and communicate any identified deficiencies or opportunities for efficiency.
• Stay updated on market conditions and available contracts from other institutions for potential use.
• Responsible for tracking and assisting contract implementations, close-outs, and extensions, includes ensuring current and accurate data in the Contract Manager module of Wright Buy.
• Implement mechanisms to monitor the performance of contracts and vendors to ensure they meet established metrics and deliverables.

Campus Engagement (20%)

• Proactively engage with assigned departments to assess the value of existing contracts, and desire to extend, rebid, or seek alternative solutions.
• Act as a liaison between departments and contractors, facilitating timely resolution of contractual issues.
• Provide guidance on contract matters and communicate unilaterally used contract terms to departments.
• Effective communication to inform all potential users about unilaterally used contract terms and how to access pricing information.
• Ensure communication of available contracts to relevant parties and provide support related to new contract implementation and ongoing usage.
• Generate contract-related reports and data as requested by internal departments within Financial Services.

Process Improvement (10%)

• Evaluate existing processes and develop recommendations for improvement in areas like administrative burden, time efficiencies, etc.
• Develop and/or revise existing policies, procedure manuals, and update webpages in coordination with Director.
• Identify opportunities to improve business processes and maintain a strategy for contract management across the university.

Other Duties (10%)

• Provide guidance, training, and office supervision as needed.
• Other tasks or special projects as assigned.

Working Conditions
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University to make an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.
Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 07/11/2025

Closing Date:

Open Until Filled: Yes

To apply, please visit: https://jobs.wright.edu/postings/21196