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Assistant Director, Contracts & Procurement

The University of Kansas
Lawrence, KS
Closing date
Aug 4, 2021

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Academic Affairs, Sponsored Programs, Grants & Contracts
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Job Details

Position OverviewThis position is in the Office of Research for the University. Primary responsibilities include: 1) Reviewing and negotiating complex contracts from federal, state, and private funding sources supporting sponsored activity for the KU Center for Research, Inc. (KUCR), working with KU General Counsel as needed; 2) Ensuring compliance with Uniform Guidance and KUCR procurement policies; 3) Processing requisitions for the acquisition of goods and services for University research. This position also serves as a resource for the KU research community and sponsoring agencies on matters related to negotiation or acceptance of terms and conditions in grants and contracts. This position will supervise the Purchasing Agent and the Administrative Assistant for Fiscal Affairs.
Job Description35% Review, Negotiate and Administer Business Service Agreements/Contracts
  1. Review, negotiate and process business contracts involving the procurement of services by KUCR from outside entities including, but not limited to, business service agreements, master service agreements and statements of work, hotel/event contracts, consultant contracts, license agreements, and lease agreements.
  2. Coordinate with KU General Counsel for agreements/contracts involving non-standard terms and conditions, and other professionals as needed.
  3. Follow through on changes and negotiations, documenting the process.
  4. Oversee maintenance of searchable records of all contracts, agreements, statements of work, modifications and other related documents.
  5. Participate in policy discussion with other Office of Research departments to coordinate the handling of the various types of contracts managed by the Office of Research.
  6. Represent KUCR in the design and implementation of systems at the University of Kansas for the execution and administration of contracts.
  7. Serve as primary resource for faculty, staff and external organizations regarding business agreement/contract policies and procedures.
  8. Review compliance with federal (Uniform Guidance), state and university policies and procedures in the execution of agreements/contracts.

15% Negotiate Fee for Service and Equipment Use Agreements
  1. Provide timely assistance with the review and negotiate of fee for service and equipment use agreements/contracts including verification of approved rates for services provided and/or requirement of itemized budget, deliverables, and appropriate F&A assessment.
  2. Determine necessary review by General Counsel for contracts involving non-standard terms and conditions.

10% Negotiate Research Consortium and Confidentiality Agreements
  1. Provide timely assistance with the review and negotiation of Research Consortium and Confidentiality Agreement, including verifying export control/ITAR status of parties as well as verifying tax status of international parties.
  2. Maintain and update templates for both consortium and confidentiality agreement, review with KU General Counsel any changes
  3. Determine whether review is necessary by KU General Counsel for contracts involving non-standard terms and conditions.

10% Develop and Update Purchasing Policies and Procedures
  1. Assist the Director of Budgets & Financial Services in developing and updating purchasing policies and procedures for KUCR, including adherence to Uniform Guidance.
  2. Be the point-of-contact for all research procurement-related questions.
  3. Educate users on KUCR’s procurement and contracting process through RA 101 presentations and other venues.

20% Manage the Subcontract PO/Invoice Payment Process
  1. Supervise the Purchasing Agent who is responsible for, among other duties:
    • The administration and coordination of the subcontract process to insure timely payment within Uniform Guidance. This includes PO issuance, invoicing work flow and closing of the PO.
    • Provide assistance to researchers and KU research staff to purchase research equipment of supplies through the P2P system.
    • Ensure proper documentation for all non-subcontract POs and invoices in accordance with Uniform Guidance, including quotes, bids and sole source documentation as applicable.
    • Problem-solve payment processing issues by working with Post Award, PIs and Vendors as necessary.
  2. Back up the Purchasing Agent as necessary to ensure timely payment of invoices.

5% Risk Management
  1. Oversee risk management regarding financial and contractual needs
  2. Coordinate with the Office of Risk Management as needed to resolve questions, review coverage limits, obtain insurance certificates and follow up on other insurance requirements.
  3. Assist with claims, insurance applications, audits and administrative reports.
  4. Represent KUCR in the negotiations of current and future insurance requirements for research operations.

5% Other Administrative Tasks
  1. After implementation, maintain the Oracle contracts module
  2. Coordinate license plate renewals for KUCR vehicles
  3. Special projects, as assigned
Position RequirementsThis position may be hybrid (combination of on-site work and remote work) or fully remote and will be determined at time of hire by supervisor and department. Required Qualifications
    Bachelor’s degree in Business Administration or related field with 3 years of contract and procurement related experience.Minimum of three years in Microsoft Excel and Word.Experience supervising staff.Attention to detail and accuracy as demonstrated in application materials. Excellent written communication skills demonstrated in application materials.Work history that demonstrates the ability to work well in a group setting as well as the ability to work independently.Experience working in a culturally diverse workplace.Experience in customer service.
Preferred Qualifications
    Juris Doctorate degree with 3 years’ experience.Familiarity with OMB Uniform Guidance.Management, supervisor and/or project team leadershipProcurement and administration.Experience with Oracle Financials.Experience working in a university or research environment.Experience in grant accounting and administration.
Additional Candidate InstructionsA complete application consists of:
  1. A cover letter addressing how required qualifications are met.
  2. Resume
  3. 3 Professional References
Incomplete applications will not be considered. Application review begins July 25th and continues until a qualified pool of applicants is identified. Contact Information to ApplicantsMichael J. Heaton
Director, Budgets & Financial Services
[email protected]
Advertised Salary Range$70,000 to $89,000 Work ScheduleStandard Hours M-F, 8-5 Application Review Begins26-Jul-2021 Anticipated Start Date30-Aug-2021


Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.


KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.


The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.


The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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