Contract Specialist

Position Summary

Serves as the primary point of contact with internal and external stakeholders in all facets of contract management by assisting with planning for and acquiring of goods and services and providing guidance related to contract compliance and other contract-related matters.

Required Knowledge, Skills & Abilities

Proven work experience as a Contract Specialist, or relevant role.

Knowledge of contractual negotiations, negations, and execution.

Experienced at negotiating contracts with stakeholders, and colleagues and / or other contracting representatives and knowledge and experience with grant related contracts.

Keeps abreast of technological changes and best practices within the industry through professional development activities.

Under the supervision of the procurement contract manager works alongside the system administrator to ensure contract module is configured correctly including approval rules and contract document templates.

Provides training and guidance to other staff throughout the College.

Able to manage multiple projects and priorities simultaneously.

Must be detail oriented with the ability to discover potential risks to the College.

Ability to analyze contracts with an eye toward ensuring compliance with state procurement law and district policies and procedures.

Previous experience managing contracts and is familiar with legal requirements and terms of use.

Must be able to assist stakeholders / constituents in interpreting contract terms and conditions.

Must display excellent knowledge of procurement process, best practices, and procedures.

Ability to build and maintain collaborative work relationship with diverse individuals internal / external to the organization.

Ability to use independent judgement and work collaboratively in a team environment.

Able to represent the organization to key stakeholders, the public and business partners.

Able to read and interpret documents such as vendor contracts, master service agreements, licensing agreements, data security forms, etc.

Must have excellent problem solving / analytical and time management skills.

Must have excellent organizational and communication skills and is able to function in a fast-paced, constantly changing work environment.

Highly skilled in MS Office applications including Word, PowerPoint, and Excel.

Physical Requirements

Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities.

Minimum Qualifications

Bachelor's degree plus three (3) years of related experience.

Official transcripts are required.

Must possess a current and valid Texas driver's license.

Bilingual or multilingual preferred.

• Will be subject to a criminal background check. Some positions may be subject to a fingerprint check.

Key Responsibilities

Manage the review, contract completion and routing of requests in the contract management database.

Utilize the contract management database to its full capacity for backup documentation and reports.

Assist stakeholders in understanding the contract approval process.

Analyze and mitigate risk associated with external stakeholder contract verbiage and requirements and terms and conditions to ensure compliance with applicable laws and regulations, board policies and administrative procedures.

Ensure documents follow Dallas College purchasing policies.

Ensure all required data fields in contract management database and all required / appropriate documentation is included for contract review and approval.

Route contracts for appropriate approvals through the workflow and approval levels as dictated by the contract management database.

Ensure prompt communication with stakeholders and resolution of issues regarding deficiencies in documents and providing explanation and assistance.

Monitor and update the contract management database with tracking information including contract expiration dates.

Analyze and mitigate risk associated with contract verbiage and requirements.

Provides alternatives to existing contract details and provisions, as needed.

Ensure contract templates adhere to approved messaging and technical language.

Works closely with Legal to ensure that revisions are performed.

Assist stakeholders with contract negotiations and manage contract change management including statement of work reviews, tracking contract amendments, monitoring unauthorized contract changes, and maintaining correspondence control.

Remain current on legal, regulatory and industry changes that affect contracts.

Recommends and works closely with Legal regarding revisions to existing and future contracts so that they remain compliant.

Completes required Dallas College Professional Development training hours per academic year.

Perform duties as assigned, maintaining all standards in accordance with Dallas College Policies and procedures

Completes required Dallas College Professional Development training hours per academic year.

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