Contracts Specialist

Oct 13, 2017
Institution Type
Four-Year Institution

Stanford University

Contracts Specialist

Job Number:

The Land, Buildings, & Real Estate (LBRE) department of Stanford University seeks to hire a Contracts Specialist to assist in the various aspects of facilities related contracted services management and customer service. This individual will report to the Contracted Services Supervisor


The Contracts Specialist would work under minimal supervision to support the LBRE contracted services central office activities by coordinating, managing, and performing routine and moderately complex procurement and contract transactions. The position would also provide customer support to a diverse campus community.

Tasks generally associated with the Contract Analyst's major responsibilities will include, but will not be limited to, the following:

  • Maintain contracts database to ensure contracts are up to date, complete, and uniform.
  • Coordinate and track paper flow for multiple contracts, including expediting return of contracts and insurance certificates
  • Analyze and interpret information in contract documents to ensure proper services are rendered.
  • Manage complex Oracle change order processes.
  • Answer client questions regarding contracted services.
  • Research company information on the internet.
  • Audit and process invoices. Prepare journal entries for cross department charges.
  • Direct activities of Contracts Inspectors and review reports for discussions with respective Contractors.
  • Keep accurate metrics on the performance of contracts and provide timely reports to management. Assist with ad-hoc report requests pertaining to contract data.
  • Other duties and projects as assigned by Support Services Director and Contracted Services Supervisor.

  • Review, amend, deny, and approve requisitions, as appropriate.
  • Identify potential vendors, prepare Request for Quotations (RFQ), Requests for Proposals (RFP), conduct site visits, obtain bids, prepare and evaluate bids and negotiate with suppliers.
  • Award and administer purchase orders and subcontracts through completion.
  • Monitor supplier performance for cost, schedule and compliance with associated terms and conditions.
  • Assist the requesting organization in developing Statements of Work, identifying sources and in performing overall procurement acquisition planning for the project by developing needs analysis and forecasting for programmatic procurements.
  • Resolve contractual issues by interacting with various requestors, suppliers, senior level program management personnel, educational institutions and government agencies.
  • Work with contract types include fixed price and possibly cost reimbursable.
  • Support procurement initiatives and strategic sourcing; drive to achieve continuous improvement in procurement process. * - Other duties may also be assigned REQUIREMENTS:

    Education & Experience:

    Bachelor's degree with two years of experience in performing the above listed duties or a combination of education and relevant experience.

    Desired qualifications for this position include a four-year college degree and a minimum of two years of related experience or equivalent.

    Knowledge, Skills and Abilities:

  • Knowledge of a variety of theory, practices, methods, programs and plans including regulatory requirements relating to purchasing and business law.
  • Experience negotiating and administering contracts with unusual and moderately complex terms and conditions.
  • Demonstrated experience in working with various methods of contract types such as Firm Fixed Price, Cost Reimbursement, Time and Materials, Personal Services Agreements and Basic Ordering Agreements.
  • Experience partnering with internal customers, learning/understanding business needs and providing excellent procurement services.
  • Knowledge of market conditions, trade practices, sources and lead time.
  • Knowledge and experience with the Federal Acquisition Regulations (FAR), Department of Energy Acquisition Regulations (DEAR) and other government agency regulations.
  • Demonstrated knowledge and experience with Microsoft Office Suite and PeopleSoft/Oracle/SAP.
  • Demonstrated ability to communicate well both orally and in writing. The candidate must possess strong oral and written communication, interpersonal, analytical, multi-tasking, organizational, time management and problem solving skills. Ability to maintain a helpful, customer service-oriented attitude. Knowledge of procurement and contract practices. Operating knowledge of and experience with personal computers and Microsoft Office product suite. English language skills required. Oracle Enterprise Asset Management and Procurement experience a plus.

  • Frequently perform desk based computer tasks, use a telephone, sit and use light/fine grasping.
  • Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.
  • Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts. * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, All potential employees are required to successfully pass a background check prior to starting work at Stanford. As such, offers of employment are contingent upon the successful completion of the background check.
    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Administration

    Location: Land, Buildings and Real Estate
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.