Contracts Administrator

Overview

The Contract Administrator (or Assistant Contract Administrator) will report to the Director of Contracts and Campus Purchasing and will be involved in all facets of the contracting process, including but not limited to: construction and construction-related services, various clinical services (including faculty practice plans), various general services (i.e. temporary clinical/clerical staffing services, lab services, shuttle services, security services, etc.), consultants, leases and revocable permits, memorandum of understandings, revenue, academic/clinical affiliation agreements, transfer agreements, and special projects as assigned.

Duties may include, but are not limited to, drafting contracts, research, develop and preparation of IFB or RFP specifications. Work will be conducted in collaboration with campus or hospital departments and this position will be responsible for directing the procurement process from start-to-finish. This individual may be required to complete cost analyses and bid evaluations, gather information on market conditions, negotiate contract services, process and complete all documentation required in accordance with SUNY, State University Construction Fund (SUCF), and NYS procurement rules and regulations, including HIPAA, supplier diversity, and other internal policies and procedures.

Additional responsibilities may include submitting contract packages to various oversight agencies for approval, review and determine vendor responsibility, record/track contracts in databases for expiration/renewals, monitor contract encumbrances and expenditures, reporting for various end-users, and participating in SUNY- and State-wide initiatives. This individual, in conjunction with management, will assist in ensuring the success of the departments daily operations. Furthermore, this team member will educate and work with end users on lead times, the steps necessary for acquiring services.

This individual will work closely and in a professional manner with Counsel’s Office, NYS Attorney General, Office of the State Comptroller, SUCF, and the Division of Budget on contracts submitted for approval, as well as, all levels of campus and hospital administration;
Accounts Payable; vendors, and others involved in the procurement process, as needed.

Note:

The description provided includes responsibilities to contract and procurement activities relevant to the role across multiple departments and agencies. The core expectation is to direct the procurement process from start-to-finish, perform cost analyses and bid evaluations, ensure compliance with SUNY, SUCF, NYS rules and regulations (including HIPAA), track contracts, and collaborate with stakeholders to support daily operations and vendor management.

Bachelor’s Degree and two years of relevant business experience or an equivalent combination of education and experience required. Excellent interpersonal, written and verbal communication skills and advanced PC/MS Office skills required.

• Candidates who have a Bachelor's degree and one year of relevant business experience, or an equivalent combination of education and experience will be considered for an Assistant Contracts Administrator (SL2) at a commensurate salary.

Knowledge of contracts administration and New York State procurement rules and regulations is strongly preferred.

Monday - Friday, 8:00am to 4:30pm

Recruitment Office:
Human Resources