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Contract Administrator

Company: University of Virginia
Location: Charlottesville
Posted on: September 20, 2022

Job Description:

The University of Virginia VP for Finance ( seeks applicants for a Contract Administrator reporting to the Director of the Virginia Higher Education Procurement Consortium (VHEPC). VHEPC was formed in 2015 to leverage the collective buying power of Virginias Public Higher Education institutions; current VHEPC membership consists of 14 four-year and 23 community colleges. The Contract Administrator will work within the University of Virginias Procurement and Supplier Diversity Services (PSDS) group but do so on the behalf of the entire VHEPC membership. VHEPC provides comprehensive strategic contract administration services and data analytical support to university stakeholders at 37 campuses. This position will be responsible for contract management, vendor performance management, communications to stakeholders, and maintain the VHEPC contract management system, the VHEPC Public Contract Portal, and the VHEPC website.The ideal candidate will possess a demonstrated ability to utilize strategic procurement principles, strong interpersonal skills, and strong financial analysis skills. Attention to detail is crucial as the successful candidate will synthesize vendor reports into a stream of payments that the candidate will monitor and be able to summarize on demand. Working with key stakeholders is also critical to this roles success. As the candidate will need to accommodate several tasks or projects concurrently, prioritization is an essential trait. The candidate will need to read and understand contracts and extract relevant terms. Finally, working the VHEPC Senior Data Analyst the candidate will provide regular reports to various audiences on metrics such as supplier performance, savings, incentives, maverick spend, lost opportunities, etc.Work is partially independent, and goals are set in coordination with the VHEPC Director. The University currently operates in a hybrid work model (a combination of in-office and telework). Specific reporting instructions will be set with a supervisor. The University reserves the right to hire multiple candidates under this posting.Responsibilities:

  • General Contract Management (35%)
  • Provides ongoing administration of VHEPC contractual agreements. Supports the management of vendor performance in relation to contractual agreements, ensuring compliance to terms and conditions of contracts. Audits vendor contract performance on key performance indicators such as pricing accuracy, rebate payments, on-time delivery, and member institution ratings. Schedules and conducts Quarterly Business Reviews with key suppliers. Works with the VHEPC Senior Data Analyst to review and accept price increase requests. Runs reports to monitor contract renewals and expirations. Provides customer service to VHEPC stakeholders for vendor performance issues. Serve as primary liaison for selected strategic vendor partners on issues of marketing, performance program changes, pricing review.
  • Rebate and PAC fee Process (25%)
  • Reviews vendor contracts and uses this understanding to set vendor reporting expectations. Works with VHEPC vendors to manage the submission of their quarterly reports. Analyzes and audits these reports for accuracy and to determine rebate and publicly accessible contract fee amounts. Establishes strong working relationships with vendors, VHEPC member institution staff, and UVA staff to resolve issues and understand the needs of the organization and needs of the membership institutions. Communicates with vendors and UVA staff to organize timely and accurate payment of amounts owed. Tracks rebate amounts through the payment process. Reconciles rebate amounts with VHEPC member institution submissions. Periodically audits vendor submitted reports against VHEPC data sources.
  • Contract Management System, VHEPC Public Portal, and VHEPC website (20%)
  • Understands contracts and synthesizes contract language and terms into the Contract Management System, currently on the Cobblestone platform. Maintains the most current versions of contracts and price files on the Public Portal. Regularly updates this data and creates and updates reports in Cobblestone, Alteryx, University Business Intelligence, and other systems to inform on different aspects of contract payments. Makes minor edits to the VHEPC website.
  • Projects and other duties as assigned (20%)
  • Assist the Director with VHEPC budget reports and other administrative duties.
  • Provides back-up coverage for other VHEPC staff when they are out-of-office.Qualifications:Education: Bachelor's degree required or relevant experienceExperience:
    • At least five years year of relevant experience required, Relevant experience applies to the core functions of the job, including contract administration & vendor management.
    • Strong working knowledge of contracting best practices, procurement lifecycle, and contract administration required
    • Background in Accounting/Finance/Business desired
    • Knowledge of Cobblestone, Jaggaer, eVA or other eProcurement and Contract Management System (CMS) desired
    • Knowledge of Business Intelligence platforms (Tableau, Qlik, MicroStrategy) or Alteryx is a plus
    • Advanced skills with Microsoft Excel required
    • Ability to build relationships and develop internal and external partnerships is necessary
    • Proven critical thinking and problem-solving abilities
    • Strong verbal and written communication skills required
    • Proven ability to partner effectively with clients in a team environment, working across diverse internal groups, teams, and institutions required
    • Ability to adapt to a changing environment and focus on the needs of the business required
    • Strong organizational, project management, and multitasking skills with a proven ability to operate independently with limited supervision required
    • Excellent analytical, problem solving, and organizational skills, and ability to calmly multi-task by prioritizing and tracking multiple projects and deadlines required
    • Extremely meticulous with strong editing skillsLicensure : N/APhysical Demands: This is primarily a sedentary job involving extensive use of desktop/laptop computers.Anticipated Hiring Range: $65k-$75k (commensurate with qualifications) with UVA Benefits.University of Virginia is proud to be an equal opportunity employer committed to promoting diversity, multiculturalism, and inclusion. UVA recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The University strives to be a place where a diverse mix of talented people want to come, to stay, and to perform to their highest potential.This position has an intended start date of October 2022. This is an Exempt level, benefited position. Applicants are encouraged to submit their materials to be considered for this position. The position will remain open until filled and applications will be reviewed on a rolling basis. For questions about the position or the application process, please contact Daniel Strong, Academic Recruiter apply through Workday ( , and search for Contract Administrator . Complete an application online and attach a cover letter (addressed to Ryan Balber) and CV/resume all into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications may not be considered.PHYSICAL DEMANDSThis is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.COVID Vaccination Requirement and GuidelinesPlease visit the UVA COVID-19 Job Requirements and Guidelines ( webpage prior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physicians Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

Keywords: University of Virginia, Charlottesville , Contract Administrator, Accounting, Auditing , Charlottesville, Virginia

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