Procurement Contract Manager

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $65,779 and $83,210, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

The Contract Agent Expeditor will review, edit, and negotiate contracts on behalf of the university in accordance with fiscal policy. This role prepares detailed bid specifications, requests for quotations, requests for proposals, and purchase orders; identifies sources of supplies and services; evaluates bids and awards contracts and purchase orders; develops standards for new products or services; maintains contact with vendors; and maintains comprehensive descriptions of available products and current prices. Provide timely review and execution of all legal and business terms with both vendors and end users to resolution on all templated and non-templated Purchasing related contracts and will serve as primary liaison with Office of General Counsel on expediting all Purchasing related contract matters.

ESSENTIAL FUNCTIONS

• Serve as the department leader and expert resource in the solicitation, review, and execution of legal and business reviews on all purchasing related contracts; ensure reviews are completed in a timely manner while maintaining exceptional customer service; directly manage processing for all confidential contracts and agreements throughout the university; maintain highly confidential information on staff, departments, and budgets. (15%)
• Collaborate directly with the Office of General Counsel to design contracts and agreements; confirm that all terms of contractual agreements are written in language that is binding and in accordance with university policies, and in compliance with all applicable federal, state, and local regulations; partner with the university Office of General Council to ensure the proper utilization of legal templates and execution of standard contracts within scope of responsibility; ensure compliance with best practices and internal audit procedures of quotes, vendor profiles, cost savings documentation, receipts, and reports; ensure compliance pertaining to financial records and confidential information; serve as subject matter expert on all applicable federal, state and, local regulations governing purchases and contracts; responsible for compilation and submission of all Case Western Reserve University sub-contracting reporting (15%)
• Create a comprehensive communication plan for conveying new contract information to university stakeholders when relevant; establish and cultivate strong and effective communication and relationships within the university and with outside agencies; direct goods and service performance for those prime vendors identified as high-end commodities under scope of responsibility (i.e., independent contractors, artists, photographers, web design, marketing, etc.) and promote said goods and services within the university community to include developing and maintaining online relationships with these primary vendors. (10%)
• Develop, maintain, and implement internal controls to identify off standard vendors or customer situations and recommend corrective action; continuously monitor and develop benchmarks to evaluate and interpret profitability, performance, and business metrics for all contract activities; develop and maintain transparent contract tracking mechanisms. (10%)
• Direct, and ensure, all compliance efforts within the university community, including development and maintenance of recommended processes, procedures, documentation, and training; maintain advanced PeopleSoft skills and function as a subject matter expert in the assistance of customers on PeopleSoft related issues and inquiries; serve as a resource to internal customers by responding to issues, answering general questions, providing guidance, and performing system overviews. (10%)
• Analyze vendor relationships in order to identify opportunities for the development of strategic partnerships; oversee negotiations to ensure best price, value added products, and services; serve as primary liaison with buyer service representatives to troubleshoot all contract related questions and concerns, monitor performance, pricing structure and updates, quality of goods and services, and delivery/receipt of product; establish and maintain professional and ethical vendor relationships, within specified realm of responsibility, to ensure continued commitment to excellence in contract executions; direct and oversee the purchase and control of all product lines/commodities within delegated scope; investigate and analyze new lines of products and recommend vendor suppliers; bid the best pricing for products based on quality standards within the university guidelines. (10%)
• Continuously monitor vendor agreements to secure best pricing and identification of beneficial procedural process updates; develop and implement improvements in processes, design, procedures, and operating standards to provide the ¿Best of Class¿ Purchasing experience for the end user; actively commit to incorporate new-to-the university processes that will contribute to the highest level of satisfaction for the end user. (10%)
• Directly oversee and approve all university independent contractor agreements, including both business, and individual, artist agreements, consulting agreements, creative services agreements, etc.; analyze all contracts against IRS 20 guidelines in determining if the scope of work and services is in alignment with federal independent contractor guidelines; analyze all contracts to determine legitimate need of service; consult with human resources and general counsel on non-standard contract issues; collaborate with user departments to ensure expeditious and accurate submission of contracts; oversee the execution of payment of all fees related to independent contract agreements. (10%)
• Serve as Case Western Reserve Universitys contract signatory agent for all agreements not to exceed $25,000, or as otherwise delegated; direct and oversee all contract duties as university contract manager; Lead all oversight, maintenance, and management of total contracts manager within the Jaegger digital procurement system; develop and implement training programs for all TCM stakeholders; conduct all review and completion of vendor credit applications, ensuring accuracy of information. Function as universitys main point of contact for all new vendor communications. (10%)

NONESSENTIAL FUNCITONS

Perform other duties as assigned. (<1%)

CONTACTS

Daily contact with the department staff to facilitate and promote joint action/ cooperation to resolve contract problems regarding contract negotiations

University: Daily contact with university executive leadership. Routine contact with university administration to resolve issues identified by audits. Monthly contact with leadership and staff to resolve contract issues identified.

External: Daily contact with outside agencies and representatives to negotiate legal and business terms, exchange information, negotiate best pricing and procedural processes, and resolve customer problems.

Students: Little or no contact with students.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees, but serves as leader in all contract and business term negotiations

QUALIFICAITONS

Experience: 7 years professional and primary buyer experience required. Experience to include successful experience in contract review, vendor negotiation, strategic sourcing, and commodity management and experience in Independent Contractor contract coordination preferred. Academic experience preferred.

Education/licensing: Bachelors degree in related field required. CPM or CPSM preferred. Real Estate, Notary Public, or another licensure is acceptable.

REQUIRED SKILLS

• Strong customer service skills and the ability to equally balance compliance and customer service to deliver services in a professional, timely manner
• The ability to manage high volume workloads accurately and effectively in a deadline-driven environment
• Proficiency in supply chain and operational analysis, accounting principles, and analytical model development required.
• Ability to negotiate with representing suppliers while keeping a customer focused mindset.
• Must execute multiple initiatives with minimal oversight and make decisions based on general guidelines; ensure critical reporting deadlines are met.
• Strong interpersonal skills with the ability to cultivate strong and collaborative relationships inside and outside the organization.
• Proficiency in Microsoft Office (Word, Excel); Experience in PeopleSoft Financials or other ERP software preferred
• Establish cooperative working relationships with departmental representatives, vendors, and contacts in the interest of resolving problems and disputes
• Excellent verbal and written communication skills, exhibiting fluency in area of specialization
• Ability to assess contract compliance and product/service quality
• Outstanding organizational skills and the ability to multitask on several projects simultaneously
• Individual must be mature, professional and discreet, as they regularly deal with confidential and sensitive information
• Excellent analytical and technical skill set
• Individual must be highly motivated, energetic and positive with the ability to adapt quickly to changing priorities
• Proven ability to pay close attention to detail; excellent planning, organizational, and coordination skills.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

Typical office environment.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.