• Senior Contract Administrator

    Requisition # 2019-11052
    Date Posted 3 weeks ago(10/23/2019 3:05 PM)
    Department
    Facilities Fin & Admin Srvcs
    Category
    Financial Services and Procurement
    Full-Time / Part-Time
    Full-Time
  • Overview

    The Sr. Contract Administrator promotes a high degree of professionalism in cradle-to-grave (source-to-pay) procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives and ensuring compliance with policies and procedures. The Sr. Contract Administrator partners with key Facilities and University stakeholders to understand and align business strategy, market dynamics, supplier capabilities, and spend analytics in the development of procurement strategies. The portfolio of a Sr. Contract Administrator consists of a mix of high-risk, high profile and complex multi-year, long-term multi-million dollar design services contracts, construction contracts and other types of contracts.

     

    The Facilities Finance and Administrative Services (FFAS) department, embedded within Facilities, is responsible for providing shared services to all Facilities clients as well as the broader University community. As part of the FFAS, the Facilities Procurement Office (FPO) provides support for the procurement of all design, construction and related services. The Sr. Contract Administrator reports to the Assistant Director, FPO, who is a direct report of the Executive Director, Facilities Finance and Administrative Services.

     

    Facilities is a multifaceted organization providing support to the entire Princeton University campus.  In order to deliver the services needed to maintain and grow a world-class institution, Facilities utilizes an operating budget of over $125 million, a capital program expending nearly $300 million a year, and an annual Major Maintenance program of $45 million.

     

    This is a benefits eligible, 3-year term position.

    Responsibilities

     

    Sourcing/Pre-Award

    • Develops and executes sourcing strategies and events, and leads sourcing activities for assigned portfolio of design, construction and related services utilizing various data (previous spend, previous supplier performance, etc.), market information and operational objectives to deliver long-term value. This includes authoring category strategy documents, obtaining key stakeholder buy-in and providing regular progress updates.
    • Manages supplier relationships, including regular review of supplier performance, contract compliance, and pricing. Leads internal, multi-disciplined Facilities prequalification teams for strategic construction services.
    • Facilitates competitive bidding events, promoting utilization of online bidding technology. This includes reviewing and ensuring scope of work and project description documents support a competitive selection process, developing selection criteria in addition to price, promoting supplier diversity, creating thorough solicitation documents, leading preproposal meetings, analyzing proposals, creating detailed bid/proposal comparison documents for selection team members, leading supplier negotiations, and being a significant contributor in supplier selection.
    • Negotiates price, rates, details, terms and conditions for all contracts in assigned portfolio.
    • Creates and executes complex basic ordering agreements and fixed fee/price, guaranteed maximum price, cost plus fixed fee, and other types of contracts according to Facilities and University policy. Manage assigned portfolio of basic ordering agreements and contracts to ensure suppliers meet the current and future needs of Facilities and the University.

     

    Contract Administration

    • Analyzes contract changes to ensure compliance with contract terms and conditions, and creates resulting change order and amendment documents.
    • Provides guidance to Facilities stakeholders in all contract matters including contract requirements, contract interpretations, and dispute resolution. Primary Facilities liaison with Office of General Counsel on all legal matters.
    • Reviews all invoices for contract compliance prior to payment.
    • Primary Facilities liaison with Office of Audit & Compliance for all required construction audits.
    • Coordinates all aspects of the contract closeout process.

     

    Leadership and Strategic Initiatives

    • Trains junior contract administrator staff, and encourages professional development and certification.
    • Serves as procurement subject matter expert for Facilities and University stakeholders.
    • Provides leadership in support of Facilities and University strategic initiatives including business and technology process improvement, supplier diversity, and sustainability.

     

    All Facilities employees are considered essential and are expected to be available to work as directed by the department during emergencies and certain campus events.

    Qualifications

    Essential Qualifications

    • Bachelor's degree in business or relevant discipline.
    • 6-8 years in procurement, contract administration or relevant supply management or business position.
    • Demonstrated excellent written and oral communication skills.
    • Ability to collaborate with multiple internal departments and lead cross-functional teams.
    • Advanced contract understanding with ability to provide guidance to stakeholders regarding impact of contract terms and conditions.
    • Ability to manage a portfolio of contracts.
    • Excellent analytical skills.
    • Advanced negotiation skills and demonstrated value contribution results.
    • Ability to manage multiple priorities.
    • Excellent skills with Microsoft Office (Excel, Word, PowerPoint).
    • Demonstrated proficiency with electronic sourcing and procurement tools.
    • Ability to convert complex and conflicting needs into actionable requirements.

     

    Preferred Qualifications
    • CPM or CPSM certification.
    • MBA, MS or relevant advanced degree.
    • Experience procuring design, construction and related services.
    • Experience with Jaggaer eProcurement tools.
    • Demonstrated proficiency with category management concepts.
    • Experience with SRM.
    • Project management experience.

     

    Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

    Salary Grade

    ADM, 060

    Standard Weekly Hours

    36.25

    Eligible for Overtime

    No

    Benefits Eligible

    Yes

    Essential Services Personnel (see policy for detail)

    Yes

    Estimated Appointment End Date

    12/31/2022

    Physical Capacity Exam Required

    No

    Valid Driver’s License Required

    No

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