Contracts Coordinator

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

Contracts

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Exempt

Work Modality:

Hybrid 02 (On Campus 2 days/Week)

Union:

Excluded

Job Description:

Summary:

The Contracts Coordinator is responsible for tracking all contracts through their lifecycle using the contracts database. The Contracts Coordinator administers and negotiates certain contract categories for the university including renewals, contract templates, and notifications as defined by the Manager - Contracts Management. This position analyzes various categories of spend and reviews contracts for buyers. The coordinator can also develop new contract templates and types of contractual vehicles for existing categories of supply, as well as identify and develop new categories and processes. The coordinator also provides administrative support to the Contracts Group.

Essential Functions:

1.) Contracts Administration

• Track all Department contracts through life cycle in the current contracts database as the primary administrator. Monitor, coordinate, and approve (as appropriate) contract renewals which includes notifying end users of upcoming terminations within 30 to 180 days before renewals. Create, administer, and identify new and/or hybrid contracts, agreements, change orders, and amendments, and utilize previously developed agreement templates as required. Perform supplier contract/program compliance and report on outcomes in association with selected buyer. Initiate and administer contract life cycle assessments for category management while maintaining high service quality and contractual completeness.

2.) Contracts Review

• Review, administer and negotiate contracts as needed. Review supplier proposals and quotes for terms and conditions consistency; analyze submissions through cost analysis; produce summaries or contracts analysis as needed in coordination with other contracts analysts and/or buyers assigned to specific contracts.

3.) Miscellaneous Duties

• Miscellaneous duties as needed assigned by Manager - Contracts Management and Director of Procurement.

Competencies:

• Prioritizing and Organizing.

• Acquiring and Analyzing Information.

• Serving Customers.

• Supporting Coworkers.

• Championing Customer Needs.

Position Type/Expected Hours of Work:

• Full-time.

• 35 hours per week.

Salary Range:

• $60,000.00 - $65,000.00 annually.

Required Education and Experience:

• Associate degree or equivalent combination of education and experience or working towards a contracts certificate or some other related subject.

• 2 - 4 years of relevant experience.

Preferred Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• 4 - 6 years of relevant experience.

Additional Eligibility Qualifications:

• Experience required includes strong interpersonal skills underscored with courteousness, tactfulness, and professionalism; effective written and verbal communications skills; strong analytical skills; ability to work independently and exercise good judgment and discretion in handling difficult, complex issues; strong organizational and multi-tasking capability that produces accurate, detail-oriented work in a timely manner to meet stringent deadlines; and proficiency with Microsoft computer programs/applications (e.g., Microsoft Office, Excel, Access, Outlook, Workday, ServiceNow, and MS Project) in addition to the AIA related contracts and other templated contracts.

• Complete assignments on time.

• Focus on customer service and team building.

• Timely communication with internal and external customers is a must.

• Consolidation of vendors and services.

• Fact-based negotiation.

• Ability to adapt to change and multiple changing priorities.

• Business process design and continuous improvement.

• Data analysis.

• Supplier relationship management and development.

• Total Cost of Ownership (TCO) understanding.

• Product and category knowledge.

Work Authorization/Security Clearance:

• Successful completion of a pre-employment background check is required.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.