Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Service Center Home Department
Salary/Rate: $70,000 - $80,000
As part of the division of Finance and Administration, the Contracts Administrative Officer reports to the Director of the Service Center and is responsible for ensuring efficient and complete execution of contract administration duties. This position administers, extends, negotiates and terminates standard and nonstandard contracts. The Contract Administrative Officer also conducts proposal preparation, contract negotiation, contract administration, and customer contact activities to provide for proper contract acquisition and fulfillment in accordance with policies, legal requirements, and customer specifications. The position will provide oversight of the contract management process, as well as, develop specific standards for bidding, submission and document management. This position provides technical assistance with the preparation of solicitations, review of vendor-initiating agreements, vendor negotiation, finalization of contracts and contract amendments. The position is responsible for coordinating the legal review of contracts with general counsel, develops and reviews related policies and procedures, and implements systems for tracking and reporting contract activity.
In addition, this position serves as the campus Risk Manager by overseeing risk management activities, which include processing claims filed, interfacing with legal counsel and complying with risk management related standards. This position leads with the objective of enhancing/promoting safety and minimizing loss to protect the assets of the organization.
Minimum Classification Qualifications:
Five years of procurement and/or contract experience with at least three years being in a management role.
Demonstrated experience in developing and managing strategic procurement and/or contract services in a comparable environment.
Bachelors degree in a field related to the duties assigned.
A professional designation such a Certified Purchasing Professional (CPP), Certified Professional Property Manager (CPPM), Certified Professional Public Buyer (CPPB), or the ability to obtain within twelve-month of the date of hire.
Three years experience in risk management including risk assessment, insurance renewal process, and claims management.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service centered attitude.
Juris Doctor Degree.
All Listed Duties:
Contracts and Compliance:
Coordination of contracts including, but not limited to, Personal Service Contracts, internships, volunteers, faculty publication agreements, Athletics service, Requests For Proposals, Bureau of Labor Industries notices, contract renewals, Certificates of Insurance.
Develops, negotiates, and manages contracts, including negotiation with vendors regarding language and terms of agreements.
Develops standards for contracts, including presentation of budget, payment terms, general language and provisions.
Ensures compliance with SOU policies, procedures, laws, regulations, contractual agreements, and industry standards.
Performs appropriate administrative, analytical and operational research to support proposal and contract development.
Provides subject matter expertise, advisement, and training to internal and external stakeholders regarding area of compliance, contractual terms, and obligations.
Collaborates closely with Business Services and the Budget Office to develop and maintain institutional effectiveness and compliance.
Performs monitoring and assessment activities including auditing transactions and processes for risk factors, integrity, and compliance, with follow up coaching, training, or corrective action.
Manages workflow and process improvements that streamline services provided by the department.
Researches, analyzes data, and provides reports to inform decisions.
Manages information, records, documentation, and systems including storage and maintenance.
Amends existing contracting rules and procedures to maintain compliance with current laws.
Maintains deadlines on deliverables and communicates on an ongoing basis with business partners and internal clients about contractual issues.
Reviews contractual performance of both parties to ensure compliance with terms and to identify conflicts or changes requiring resolution at contract renewal.
Provides information to campuses on state and federal legislative and rule changes affecting the procurement process.
Participates in efforts that lead to cost optimization, improved quality, and enhanced innovation through the development of strategic sourcing initiatives, development of metrics/measurable goals for procurement, risk mitigation, effective contracting, negotiation tools, and specification development to deliver quality contracts and procurement services at the most favorable cost.,
Plan, design, and implement an overall risk management process/enterprise risk management methodology to identify particular events or circumstances to best manage and anticipate risk.
Provide risk evaluation, which involves comparing estimated risks with criteria such as costs, legal requirements and environmental factors, evaluating previous handling of risks, and determine a response strategy.
Ensure proper processing and compliance of Oregon Administrative Rules.
Carry out processes such as purchasing insurance, implementing health and safety measures and making business continuity plans to limit risks.
Submit losses to appropriate Insurer, monitor status.
University Records Manager.
Administer records and retention records for the university and in accordance with Oregon State Archives.,
Crisis Management Team: This position serves as a member of the Crisis Management Team (CMT) which operates the emergency operations center. The CMT is responsible for carrying out the principles of emergency preparedness, emergency management or disaster management functions at a strategic level during an emergency to ensure the continuity of the operations of the organization. The common functions of the CMT is to collect, gather and analyze data to inform decision making and protect life and property. Responsibilities include but are not limited to:
Regularly attend and actively participate in monthly CMT meetings, training activities and instructional sessions
Complete Crisis Management Training as required
Ability to plan, direct and coordinate complex emergency management projects to achieve desired goals
Familiarity with the Emergency Preparedness Plan and special communications and instructions
Ability to physically respond and work at the designated Incident Command Center (Lithia Pavilion)
Ability to safely take charge of a situation while maintaining effective leadership and communication skills during an emergency
Respond immediately to incidents requiring CMT member response both during business hours and outside of regular business hours
Ability to comprehend the emergency response methodology and terminology and have the ability to stay focused, to effectively deal with highly stressful conditions and events
Ability to receive detailed briefings and respond accordingly
Able to conduct all tasks to ensure the safety and welfare of yourself and others,
Coordinates legal review of contracts with general counsel and promotes legal compliance with regard to contracting, procurement and other university policies. Responsibilities include research of current federal and state laws, administrative rules and Southern Oregon University polices regarding a wide array of topics, but largely related to issues relevant to state public universities. Review and assists in drafting university rules and policies governing the purchasing and contracting functions.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classification defined as “exempt” are not subject overtime -Position classifications defined as “non exempt” *are *subject to overtime
The person holding this position is considered a
Internal Number: 7553
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.
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The mission of the University Risk Management and Insurance Association is to advance the discipline of risk management
in higher education.