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Contract Coordinator - Purchasing (107345)

Employer
University of Illinois at Urbana-Champaign
Location
Champaign, IL

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Administrative Jobs
Academic Affairs, Sponsored Programs, Grants & Contracts
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details


Contract Coordinator

Purchasing Office

University of Illinois at Urbana-Champaign

2 Positions

The University of Illinois at Urbana Champaign is hiring two (2) Contract Coordinators in the Purchasing Office. The Contract Coordinator, under administrative supervision, the Contracts Coordinator manages a wide range of procurement and contracting responsibilities within a University of Illinois central purchasing unit. Using established standards of good business practice and sound fiscal management, the Contracts Coordinator negotiates and oversees contractual relationships that are in the best interest of the University for a wide range of commodities and services. The Contracts Coordinator also develops and delivers procurement education and systems training for the campus community.

Major Duties and Responsibilities:
  • Assists colleges and departments in the development and review of specifications and bidding requirements for solicitations and contract documents. Determines the best method for procuring goods and services in accordance with procurement regulations and guidelines.
  • Negotiates pricing and contractual terms and conditions that are in the best interests of the University, assuring necessary rules and regulations are employed in the contract process and legal requirements are incorporated into all agreements. Prepares recommendations for Board of Trustees approval and/or award.
  • Acts as liaison with colleges and departments to provide assistance and guidance during the evaluation phase of procurements. May serve as a member of an evaluation team. Conducts financial analysis of all proposals submitted by third parties and reviews departmental recommendations for consistency and accuracy.
  • Provides guidance to University units regarding standard purchasing procedures, as well as state, federal and University rules and regulations.
  • Documents the sourcing and contracting process, ensuring rules, regulations, policies, and procedures are followed.
  • Assists with the training and education of purchasing staff, as well as staff in campus colleges and departments.
  • Conducts research associated with market trends of commodities and services and reviews price index publications in order to assess fair market values of goods and services.
  • Reviews purchase orders for accuracy and approves orders as allowed by level of authorization.
  • Works with the campus community to identify procurement opportunities and collaborates with other procurement professionals to develop sourcing strategies and initiate bids/requests for proposals that are in the best interest of the University.
  • Coordinates and conducts pre-bid/pre-proposal meetings and other related procurement activities to provide an overview of the project, clarifies procurement processes and procedures, and facilitates vendor networking.
  • Serves as a University contact for vendors regarding procurement policies and procedures and obtains information regarding products, prices and service proposals.
  • Reviews requests for change orders or amendments and prepares documents to implement contract revisions.
  • Provides technical assistance to contractors to resolve deficiencies affecting the administration and approval of contracts, and performs other contract administration related activities.
  • Prepares various reports related to procurement and contracting activities as requested by management.
  • Performs other related duties and responsibilities appropriate for a Contracts Coordinator.


Required education, experience and qualifications:
  • Bachelor's degree in business administration, management, or field related to the position.
  • Two years of professional level accounting, managerial and/or business experience, one year of which
    was at an administrative level


Preferred education, experience and qualifications:
  • Experience in public procurement.
  • Knowledge of the Illinois Procurement Code and University procedures related to contracting and procurement.
  • Proficiency with business, procurement or contract management applications.
  • Knowledge about Banner to perform specialized data entry applications related to document production/processing.
  • Knowledge and respect of policies and procedures outlined for the University of Illinois, OBFS, and department.
  • Knowledge about guidelines set forth in the following publications/resources: The General Rules Concerning University Organization and Procedure; Campus Administrative Manual; University of Illinois Statutes; Policy and Rules for Civil Service Staff; Civil Service Statute and Rules; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois.


Successful candidates will have:
  • Ability to prioritize and work on multiple comprehensive projects concurrently.
  • Ability to communicate effectively with a broad group of constituents to effectively resolve issues.
  • Ability to analyze situations, exercise independent judgment and recommend solutions to problems.
  • Strong oral and written communication skills to establish and maintain effective working relationships with others.
  • Solid organizational and analytical skills with attention to detail.
  • Knowledge about general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
  • Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and applicable formats and criteria, to prepare and process correspondence, reports, and other documents that appropriately reflect University and department standards.
  • Proficiency with Microsoft Office suite (e.g. Word, Excel, PowerPoint) as well as proficiency with an Internet browser (e.g. Microsoft Internet Explorer, Mozilla Firefox, or comparable browser).
  • Excellent verbal and written communications skills to effectively interact with University and departmental officials/staff.
  • Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
  • Proficiency with office equipment including calculators, photocopiers, printers, digital senders, and facsimile machines.
  • Ability to work independently and to exercise good judgment and discretion in the performance of all work assignments.
  • Ability to multi-task and prioritize work accordingly to meet deadlines while staying on task with daily assignments.
  • Ability to maintain electronic and paper filing systems containing confidential information.


Application:

This is a full-time Civil Service Business/Administrative Associate position, appointed on a 12-month basis. Salary is commensurate with experience.

To apply for this position, please create a candidate profile at https://jobs.illinois.edu and upload your cover letter, resume (month and year must be included), and academic credentials (a copy of unofficial transcripts or diploma are acceptable) by December 14, 2018. An online application will require names and contact information including contact information for three references. In order to be considered as a transfer candidate, you must apply for the position. Applications not submitted through this website will not be considered. For further information regarding application procedures, you may contact Carmen Vetter, csmith12@illinois.edu.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO. To learn more about the University's commitment to diversity, please visit http://www.inclusiveillinois.illinois.edu.

College Name or Administrative Unit: Chancellor
Category: 2-Administrative
Title: Contract Coordinator - Purchasing (107345)
Open Date: 12/07/2018
Close Date: 12/14/2018
Organization Name: Purchasing Office

PI106089496

Organization

Since its founding in 1867, the University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement.

Faculty

A talented and highly respected faculty is the University's most significant resource. Many are recognized for exceptional scholarship with memberships in such organizations as the American Academy of Arts and Sciences, the National Academy of Sciences, and the National Academy of Engineering. 

Our faculty have been awarded Nobel Prizes, Pulitzer Prizes, and the Fields Medal in Mathematics.The success of our faculty is matched by that of our alumni: 11 are Nobel laureates and another 18 have won Pulitzer Prizes.

Academic Resources

Academic resources on campus are among the finest in the world. The University Library is one of the largest public university collections in the world with 11 million volumes in its 37 unit libraries. Annually, 53,000,000 people visit its online catalog. Students have access to thousands of computer terminals in classrooms, residence halls, and campus libraries for use in classroom instruction, study, and research.

Research

Students and scholars find the University an ideal place to conduct research. The Beckman Institute for Advanced Science and Technology is a model for interdisciplinary research, where eighteen research groups from sixteen University departments work within and across three broadly defined themes: biological intelligence, human-computer intelligent interaction, and molecular and electronic nanostructures. The University is also home to the National Center for Supercomputing Applications (NCSA).

Undergraduate Education

The University has a fundamental commitment to undergraduate education. Nearly 28,000 undergraduate students are enrolled in nine undergraduate divisions, which together offer some 4,000 courses in more than 150 fields of study.

Undergraduate admission is highly selective. In the 2001 freshman class, students in the middle 50% had ACT scores between 25 and 30 and ranked between the 83rd and 96th percentiles of their high school graduating classes.

The University enrolls over 9,000 graduate and professional students in more than 100 disciplines. It is among the top five universities in number of earned doctorates awarded annually in the United States.

Also integral to the University's mission is a commitment to public engagement. Each year about 65,000 Illinois residents participate in scores of conferences, institutes, courses, and workshops presented statewide. Research and class projects take students and professors off campus to share expertise and technical support with Illinois farmers, manufacturing firms, and businesses. In a typical year, student volunteers log more than 60,000 volunteer hours.

The Arts

A major center for the arts, the campus attracts dozens of nationally and internationally renowned artists each year to its widely acclaimed Krannert Center for the Performing Arts. The University also supports two major museums: the Krannert Art Museum and Kinkead Pavilion; and the Spurlock Museum, a museum of world history and culture. 

Other major facilities include the multipurpose Assembly Hall (16,500 seats); Memorial Stadium (70,000 seats), site of Big Ten Conference football games; and the Intramural-Physical Education Building, one of the largest recreational facilities of its kind on a university campus.

Inclusive Illinois, one campus, many voices

Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Illinois is about how we value difference to make a difference. http://www.inclusiveillinois.illinois.edu/

As evidence of the University’s commitment to enhance the working, living, and learning environment for faculty, staff, and students, the University will encourage a standard of conduct and behavior that is consistent with the values of inclusivity. In an environment of inclusivity, there is no place for acts of hatred, intolerance, insensitivity, bigotry, threats of violence, harassment or discrimination.

Inclusive Illinois, one campus, many voices

Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Through education, engagement, and excellence, each voice creates the Inclusive Illinois Experience.

How can we appreciate difference to make a difference?

Illinois is the place where we embrace difference. We embrace it because we value it. We value it because we know that we have so much to learn from each other in our living, learning, and working environment.

Illinois is the place where we recognize the power of possibility and where great potential is realized. Inclusive Illinois is the vision of that place: a vision made real by leadership and commitment.

Illinois is the place where consensus is forged by discourse and where everyone’s contributions are recognized: significant contributions that elevate us because they are informed and enhanced by race, ethnicity, gender, sexual orientation and gender identity, age, physical ability, religion, class, and national origin. We are enriched by these perspectives, and we are united by the very discourse that brings these views together.

It is a process. It is transformative. And we celebrate the remarkable changes we set in motion here … taking an important step … crossing boundaries … starting with our own.

It all starts with each of us: with our willingness to embark on the journey in the search for answers, and with our openness and acceptance of the answers we find. Illinois is the place where it all comes together.

Learn more about how Inclusive Illinois promotes diversity here.

Commitment to Equal Opportunity

The commitment of the University to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms, whether or not specifically prohibited by law. Among the forms of invidious discrimination prohibited by the University policy but not law is discrimination, including harassment, on the basis of sexual orientation. Complaints of invidious discrimination in violation of University policy are to be resolved within existing University procedures. The policy of the University of Illinois is to comply with all federal and state nondiscrimination, equal opportunity, and affirmative action laws, orders, and regulations. The University will not engage in discrimination or harassment against any person because of race, color, religion, sex, national origin, ancestry, age, marital status, disability, unfavorable discharge from the military, or status as a disabled veteran or a veteran of the Vietnam era. This nondiscrimination policy applies to admissions, employment, and access to and treatment in University programs and activities

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