Contracts Specialist

Job Summary

The Contracts Specialist provides administrative and analytical support to Contracts and Procurement Services. Working independently under limited supervision, this position is responsible for a variety of services to campus departments to ensure the procurement authority vested with the University is effectively implemented and administered in accordance with all applicable laws and regulations. The Contracts Specialist prepares and processes contract documents for construction, construction related professional services, leases, student agreements, memorandums of understanding, license agreements, revenue agreements, long-term finance agreements and other contractual obligations required by the University.

Key Responsibilities

• Initiate, evaluate, and execute a variety of contracts including construction related public works contracts, design and professional service agreements, leases, student agreements, memorandums of understanding, and other miscellaneous campus contracts in accordance with CSU, ICSUAM and SUAM guidelines.
• General administration includes the analysis of contract financial data (review of Job Order Contract compliance, Change Order Requests), interpreting and applying rules and policy, understanding and making decisions related to terms and conditions, writing and developing public solicitations including evaluations / recommendations /contract specifications.
• Provide contract management through the term of the contract to insure appropriate execution of documents including notification, compliance with contract terms, termination of contracts, evaluation and verification of risk and insurance terms, overseeing evaluation teams and processes, communicating and interfacing with contractors, vendors, clients, university staff and faculty in fulfillment of duties.
• Identify potential savings through proper execution of bid solicitations, intense review of Contractor requests for payment, risk evaluation and avoidance.
• Display higher level of knowledge, skills, and experience in the construction industry and participate in current problem-solving techniques, applying CSU and University guidelines.
• Actively participate in procurement planning, analysis, development, and evaluation of highly complex procurement programs with a broad impact to the university, community, and CSU.
• Research, analysis, assessment, formulation, development, and evaluation from a strategic and operational perspective of programs such as emergency contracting, construction programs, student programs, revenue generating programs.
• Regularly participate in planning and development activities and independent determination of methods meeting procurement program goals, policies, and laws.
• Gather and report statistical information on contracting and procurement. Prepare and review reports for public reporting requirements.
• Work with staff to compile and post compilation audits and project closure notifications.
• Coordinate reports on project development and contracted activities.
• Research procurement and contracting methodologies and recommend beneficial changes/implementations for policy and procedures as needed.
• Coordination and administration of campus training sessions including procurement training, RFP training, vendor outreach conferences, and other related sessions.
• Identify potential savings through proper execution of bid solicitations, review of Contractor requests for payment, risk evaluation and avoidance.
• Responsible for contract management of public works projects for minor and major capital projects.
• Closely monitor retention funds before release at the close-out phase of the projects.

Knowledge, Skills & Abilities

• Contract Administration Expertise and the thorough knowledge of and ability to apply this expertise to complex programs and a wide range of university contracts, including the applicable laws and regulations governing the procurement programs.
• Expertise in techniques, analysis, research, and development and the ability to interpret and evaluate results to develop sound conclusions and make recommendations.
• Ability to understand university problems and objectives from a broad perspective and discern applicable underlying principles to conceive and develop strategic solutions in the execution of university contracts.
• Ability to work effectively and collaboratively with a wide range of public and private entities over a broad range of contractual topics include those of potentially sensitive or confidential situations.
• Ability to communicate with constituents in a professional and respectful manner.
• Excellent oral and written communication skills.
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties related to Procurement and Contracting, including pertinent laws and regulations.
• Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions
• Ability to work with representatives from public and private entities and handle potentially sensitive situations
• Consultative skills in working with internal and external constituent groups
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus
• Ability to train others on new skills and procedures.
• Knowledge of PeopleSoft or other ERP financial system, Department of General Services (DGS) eProcurement portal and online tools, PlanetBids Electronic Platform, Smartsheet or other project tools, PowerPoint and other training tools. Other computer skills (word, excel, access, and online meeting tools).
• Maintain knowledge of state laws, CSU policies, university policies, procedures and performance standards including but not limited to ICSUAM 5000, ICSUAM 9000 and other topics as needed in Contact Administrations.
• Excellent customer service and public relations skills.

Required Qualifications

• A bachelor's degree and/or equivalent training
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Master's Degree
• Experience with Contract Administration
• Experience with client relationship management
• Experience tracking relevant KPIs (e.g. contract performance, customer service, etc.)
• Experience with negotiating complex contracts
• Experience with risk management via contracts

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $6,667/month - $7,350/month
CSU Salary Range: $5,537/month - $10,014/month

San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest
• List of References

All applicants must apply within the specified application period: August 28, 2024 through September 12, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).