OPS Procurement & Contracts Assistant

Job Summary

The OPS Procurement & Contracts Assistant provides administrative and analytical support to the Procurement & Payment Services Department. The role supports contract management system migration, procurement research and solicitation processes. The position contributes to improving operational efficiency, strengthening internal controls, and ensuring compliance with applicable state statutes and university policies.

Job Description

Typical duties include but are not limited to:

Contract Management & Data Migration (40%)

Assist in migrating contract records from shared drives to a cloud-based contract management system.

• Extract and input key contract data, including vendor name, contract value, and expiration dates.
• Validate and verify contract information against source documents to ensure accuracy and completeness.
• Organize and maintain electronic records in accordance with university standards.
• Provides oversight to student learners

Module Implementation Support (40%)

• Maintain documentation that lists existing processes, pain points, and operational bottlenecks
• Perform research duties to determine methods to optimize efficiency
• Keep notes that pinpoint areas where the out-of-the-box functionality does not meet FGCU policies or regulatory requirements
• Help prep templates (cleaning and formatting master data/templates).

Procurement Research & Analysis (5%)

• Conduct research on cooperative purchasing agreements and sourcing options.
• Assist with price comparisons and Total Cost of Ownership (TCO) evaluations.
• Compile, organize, and summarize research findings for procurement staff review.

Solicitation & Contract Administration Support (5%)

• Assist with review of solicitation documents for clarity and completeness.
• Support evaluation processes, including tracking submissions and documenting meetings.
• Assist with contract file documentation and closeout activities.

Purchasing & Administrative Support (10%)

• Provide general administrative support to ensure efficient departmental operations.

Minimum Qualifications

• High school diploma or equivalent.
• Ability to process detailed information with a high degree of accuracy.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

Preferred Qualifications

• Bachelor's degree in Business, Finance, Accounting, Supply Chain Management, or related fields.
• Experience with data entry, document management, or administrative support.
• Familiarity with procurement processes or contract administration.
• Experience using cloud-based or enterprise systems.