Job Description - Manager, Contract Administration
Description View created on 11/27/2014

Manager, Contract Administration

FLSA Status: Exempt
Pay Grade: 20
Job Title ID: 16368
Job Series/Job Family: Business Services Series / Purchasing/Inventory Family

Reports To

Director, Procurement and Materials Management

Job Purpose

To serve as the primary point of contact with internal and external parties in relation to contract management, contract compliance and contract issues; provide administration of the Austin Community College District (ACC) procurement contracts, district-wide agreements and associated activities.

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Manages the College contracts process; ensures attention to detail and accuracy; monitors for vendor and user compliance; advises staff in pre-award contract reviews and post-award development of contract instruments; trains Purchasing staff in contract formulation, administration, negotiation, closure or termination.
  2. Serves as the primary contract administrator for major District-wide service and concessionaire contracts, including bookstore, golf course, cafeteria services, vending machines, recycling services, uniforms, and custodial services. Provides administrative services for the College Contractor Quality Assurance and Quality Control Program including training, adherence to policy, budget and cost reconciliation, and maintenance of accounts.
  3. Serves as the primary advisor to the Director, Procurement and Materials Management (PMM) for issues regarding internal and external parties questioning contract compliance issues, purchasing policy, or procurement procedures. Acts as a liaison between ACC departments and Purchasing to initiate renewal actions on current contracts, memorandum of agreement or licensing agreements.
  4. Maintains and operates an accurate District-wide contract tracking and management system. Ensures system accuracy; and communicates with contract and agreement holders for timely and complete compliance with federal, state, and local laws. Follows College policies and recommends updates to ensure efficient use of fiscal resources and effective use of technology.
  5. Monitors and reviews contract and agreement documents, and notifies budget manager regarding required adjustments.
  6. Reviews and provides recommendations to the Assistant Purchasing Director on all formal solicitations. Assists in writing specifications for goods, scope of work for services and statements of work for complex projects. Ensure appropriate performance standards, quality, delivery, life cycle cost and warranty are identified in formal one and two step solicitations.
  7. Supervises and trains contracts staff. Provides assistance to the Assistant Purchasing Director with the formal bid process for specialized equipment and services. Process reports from Datatel as required.

Knowledge

Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Skills

Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Computer Skills

Required

Physical Requirements

Work Experience

Required

Preferred

Education

Required

Preferred

Other

Required

Preferred

Safety