Job Details
Posting Number: 2026683
Posting/Functional Title: Contract Specialist
University Pay Plan Title: Contract Specialist
Location: San Marcos
Department: Procurement and Strategic Sourcing
Recruitment Type: Open Recruiting
Job Type: Full-Time
Funding Source: Permanent
Monthly Salary: $4,646
Job Category: Exempt
Required Qualifications
- Experience: Proven background in contracting, procurement, and/or solicitations, typically 2–5 years or more in contract administration or a related field. Relevant education may be substituted for work experience on a year-for-year basis, where applicable.
Communication Skills: Strong proficiency in preparing well-written, clear, grammatically correct, and accurate documents and correspondence, complemented by excellent proofreading abilities.Technical Skills: Proficient in computer use, especially Microsoft Office Suite applications such as Outlook, Word, and Excel; familiarity with contract management software is a plus.Cognitive Abilities: Ability to understand, interpret, retain complex information, and apply it effectively in the contracting process.Organizational Skills: Strong attention to detail and organizational capabilities, including creating and analyzing reports related to contracts and procurement.Preferred Qualifications
- Bachelor’s degree in business or public administration, finance, law, economics, or related fields.
- Related work experience may be substituted for formal education on a year-for-year basis.
- Working knowledge of Higher Education, State and Federal rules and regulations in regard to Procurement and Contracting.
- Knowledge of Jaggaer Contracts Plus (formerly SciQuest).
- Experience using SAP or other ERP system.
- Certified Texas Contract Developer (CTCD) certification; must be obtained within six months.
Job Description
Responsible for directing activities concerned with contracts for purchase of equipment, materials, products, or services.
Job Duties
1. Contract Drafting, Review, and Negotiation
- Research, prepare, review, and negotiate a variety of contract documents and amendments.
- Prepare, review, and negotiate contract terms, conditions, and pricing to ensure agreements are favorable and compliant with applicable requirements.
- Review contracts and solicitations for inclusion of required clauses and overall legal sufficiency.
- Collaborate internally with the Office of General Counsel, and other relevant departments to draft, review, and secure necessary approvals for contracts, ensuring that all agreements serve the best interests of the university.
2. Compliance and Policy Adherence
- Ensure contract compliance with university, state, and federal guidelines, including effective risk management practices and adherence to all relevant statutes and regulations.
- Remain current on state and university procurement and fiscal rules, regulations, and best practices to ensure ongoing compliance and institutional integrity.
3. Contract Lifecycle Management
- Maintain accurate and up-to-date records of contract documents, approvals, amendments, and renewals; monitor critical dates to ensure timely processing of all contract actions.
- Oversee and update the university’s official contracts database or system of record to ensure data integrity, accessibility, and compliance with institutional requirements.
- Ensure proper and timely closure of contracts upon expiration or termination.
- Prepare, generate, and distribute contract reports on a regular basis (weekly, bi-weekly, quarterly, etc.) to support oversight and decision-making.
- Assist in monitoring contractor performance to ensure all contractual obligations and standards are met, and support the resolution of contract disputes by providing guidance and assistance to university departments.
4. Stakeholder Engagement and Coordination
- Manage the contracts inbox by reviewing all correspondence and ensuring prompt, professional responses.
- Provide professional, accurate, and concise communication, both verbally and in writing, to all stakeholders.
- Serve as a primary point of contact for internal and external stakeholders throughout the contract lifecycle, responding to inquiries, interpreting contract requirements, and resolving issues.
- Coordinate efforts with various university departments to ensure fulfillment of all contract requirements and deliverables.
- Advise university departments of contractual rights, responsibilities, and required actions.
5. Continuous Improvement and Support Activities
- Training and educating university staff on contract policies and procedures.
- Participating in policy development or continuous improvement initiatives related to contracting.
- Supporting audits related to contracts and procurement.
6. Other
- Work overtime, including evenings and weekends, as necessary to meet project or business needs.
- Other duties as assigned.
