"Contracts Coordinator, Intermediate"

Job Details

Contracts Coordinator, Intermediate
Northern Arizona University

Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• This position is posted as Contracts Coordinator, Intermediate, which is a working title. The NAU system title for this position is Procurement Coordinator, Intermediate.

About the Department/College

The Contracts, Purchasing and Risk Management department is a team of high performing professionals that provide excellent service, innovative solutions, and expertise in procurement, contracting, materials management, and risk management.

About the Position

Northern Arizona University seeks a detail-oriented Contracts Coordinator, Intermediate to support the university's Contracts and Risk Management department. This role is responsible for reviewing, interpreting, drafting, and negotiating contracts to ensure compliance with university policies, Arizona Board of Regents requirements, and state/federal laws and regulations. The position manages contract files in university systems, and provides guidance on contract language and procedures. The successful candidate will demonstrate strong reading, writing, investigative, and analytical skills, attention to detail, and the ability to build relationships with internal departments and external vendors. This role also contributes to process improvements, and ensures timely and efficient execution of department activities.

For more information on Contracts, Purchasing, and Risk Management visit their website: https://in.nau.edu/contracting-purchasing-services

Responsibilities Include

70% - Contract Review

• Reviews, interprets, drafts, and negotiates contracts and related documents, as applicable, concerning appropriate language and requirements.
• Analyzes documents for corrects grammar, spelling, and punctuation usage.
• Prepares, tracks, and manages contract files in university's systems, databases, and hard files.
• Utilizes various methods to finalize contracts for materials and services of intermediate difficulty and ensures timely reconciliation of requests.
• Investigates, researches, and incorporates information from various sources.
• Analyzes and responds to inquiries regarding contract terms, procedures, and policies.
• Examines documents for completeness and accuracy.
• Provides policy guidance and clarification to campus departments and vendors.
• Analyzes contract requests for compliance with institutional procedures, Arizona Board of Regents policies, and state/federal laws.

25% - Communication and Tracking

• Communicates with contractors, vendors, and university representatives regarding requests for additional information and status on contract reviews.
• Assists with and/or completes related forms.
• Tracks and manages multiple processes and transactions and identifies issues or delays from university departments through university's online request systems.
• Approves contract and procurement transactions as assigned.
• Maintains contracts and related records within databases and manages hard files.
• Answers procurement and contract related questions and escalates issues as appropriate.
• Recommends and implements process improvements and new procedures to improve efficiency and effectiveness of key functional transactions and processes.
• Builds and maintains strong relationships with vendors, university staff, and service recipients.
• Organizes and maintains appropriate documentation to ensure compliance with university policies and processes.

5% - Other

• Other duties as assigned.

Minimum Qualifications

• Associates degree and 4 years in contract related field or relevant experience OR
• Undergraduate bachelor's degree and 2 years in contract related field or relevant experience.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.*

Preferred Qualifications

• Financial, contracts or accounting experience.
• Experience coaching or mentoring others.
• Knowledge of university, State of Arizona and Federal policies and concepts, processes and practices in higher education.

Knowledge, Skills, & Abilities

Knowledge

• Principles, practices, and functions of contracting and procurement
• Contract, procurement, insurance, and business processes
• Applicable laws, rules, policies, and regulations regarding contract transactions and purchasing
• Demonstrates working knowledge of work processes and tools
• Knowledge of university procurement policies

Skills

• Negotiation
• Mathematics and accounting
• Demonstrated organization skills
• Coordinating work to benefit others
• Coach and mentor others
• Records maintenance and file management
• Excellent communication and customer service
• English composition, grammar, spelling and punctuation
• Problem solving
• Advanced personal computer/software including Office and Abode products

Abilities

• Adaptable to frequent change
• Work collaboratively within a cross-functional team
• Understand business needs of service recipient organization for both internal and external customers
• Interpret financial reports and statements to identify trends or issues
• Exercise independent judgment in area of assignment
• Communicates effectively orally and in writing
• High attention to detail
• Listen actively
• Analyze complex situations
• Manage relationships
• Balance competing priorities
• Work with highly confidential and/or sensitive information
• Document work in progress
• Meet deadlines
• Complete complex administrative paperwork

Compensation

Budgeted salary is $48,500.