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Sr. Contracts Administrator

Sr. Contracts Administrator

The University of Texas at El PasoEl Paso, TX, US
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About UTEP

UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America.

About VP Business Affairs

The Division of Business Affairs oversees many elements of doing business at UTEP, including human resources, the budget office, and accounting and financial services. In addition, the VPBA Office manages business contracts and agreements, institutional memberships, the University's risk management / insurance program, and the open records process. Our goal is to support the University's teaching, research and public service mission by providing superior services to the campus community.

Purchasing and General Services

The Purchasing & General Services (PGS) department at UTEP ensures the seamless procurement of goods and services that empower our university's academic, research, and operational excellence. With a commitment to efficiency, compliance, and customer service, PGS plays a key role in supporting every corner of campus life.

Together, our team works behind the scenes to deliver reliable, transparent, and timely services, allowing UTEP's faculty and staff to focus more effectively on teaching, discovery, and innovation.

Position Information

Hiring Department

Purchasing and General Services

Posting End Date

Open until filled.

Hours

up to 40 hours per week, standard Monday- Friday 8 : 00am- 5 : 00pm, flexibility is required on evenings and weekends

FLSA status

exempt / non-exempt

Earliest Start Date

As soon as possible.

Salary

Commensurate with experience.

Required Application Materials

  • Resume
  • Cover Letter (preferred)
  • List of three references (preferred)

Note : To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

Purpose of Position

Summary

Directs activities concerned with contracts for purchase of equipment, materials, products, or service.

This position is a full time, temporary, contingent on availability of funds position with possibility of extension and is eligible for full benefits, including medical, dental, and vision.

Statement Of Duties And Responsibilities

  • Evaluates documents and work for errors, demonstrating keen attention to detail.
  • Lead and manage complex contracts, ensuring compliance with regulations and company policies, while also negotiating terms and conditions, and providing expert guidance to internal teams.
  • Lead the contract administration team in developing, mentoring, recommending appropriate training, retention and succession planning.
  • Prepare professional reports for use by senior management throughout the project lifecycle.
  • Oversees the preparation and revision of contracts that involve the purchase of sale of goods and services.
  • Implementing procurement and contract management strategies, systems, procedures and guidelines for internal and external clients.
  • Analyzes the terms and conditions involved in specific solicitations, contracts and agreements to ensure complete knowledge and understanding of each item.
  • Oversees proposal planning, attend meetings and administration of contracts.
  • Reviews terms and conditions, scope of works, legal requirements and contract clauses in prepared bids, including but not limited to RPF, RFQ, RFI, and MOU.
  • Reviews contracts and agreements from other firms and determines acceptable terms and conditions. Negotiates terms and conditions.
  • Writes business letters, amendments, addendums, contract cure letters, and daily email correspondences. Composes and reviews language of contracts to meet University standards.
  • Prepares contract change notices, monitors contractor performance, including the reporting and status of contractor and owner deliverables.
  • Monitors all contract deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.
  • Ensures that contractor is in compliance with legal requirements, owner specifications, and government regulations.
  • Acts as liaison between university (end users) and vendors. Advises departments of contractual rights and obligations.
  • Reviews all correspondence concerning contractors and responds as necessary. Maintains contract and contractor status databases.
  • Track expiring contracts and process contract amendments for renewals or extensions. Establishes and maintains contact with contractors to ensure contract compliance.
  • Compiles data such as contract history, contracts comparison, for preparing estimates.
  • Prepares executive summaries, including but not limited to contract summaries, meeting summaries, and meeting agendas. Prepares contract close-outs.
  • Demonstrates professional and effective interpersonal and communication skills, with all levels of management, in both verbal and written forms.
  • Strong oral and written communications skills and computer fluency.
  • Works on multiple assignments simultaneously, in a well-organized manner, by efficiently multitasking, prioritizing, and managing time.
  • Performs at an intermediate to advanced skill level with Microsoft Office software (Work, PowerPoint, Excel, etc.), and is able to learn and use institutional software systems. Experience creating PDF documents in adobe, and experience with eBid is preferred.
  • Maintains an awareness of regulatory changes and possible impact on current / future solicitations and current contracts
  • Develops and implements processes and procedures for contract management and administration in compliance with federal regulations and company policies
  • Complies with all State and University policies. Other duties may be assigned.

    • Supervisory Responsibilities

    In accordance with the organization's objectives, policies and applicable laws, may provide limited supervision to student employees.

    Certification Requirement

    Within 18 months of the hire date, incumbent is required to obtain their Certified Texas Contract Management (C.T.C.M) certification via the Texas State Comptroller's Office.

    Qualifications

    Qualifications

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Required Qualifications

  • Education

    • Bachelor's degree from a four-year college or university within area of assigned responsibility.

  • and
  • Experience

    • Five (5) years related experience to the statement of duties and responsibilities or equivalent combination of education and experience.

  • Demonstrated experience in analysis, reporting, and analytical work, with understanding of legal concepts and contract administration.

    • Preferred Qualifications

  • Ability to read, analyze, and interpret contracts.

    • Working Conditions

    Additional Information

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee must frequently sit. The employee must regularly talk or hear. The employee must occasionally lift up to 10 pounds.

    Work Environment

    This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

    In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

    The University of Texas at El Paso is an Equal Opportunity / Affirmative Action employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at titleix@utep.edu , or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.

    For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu .

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    Contract Administrator • El Paso, TX, US