Overview
The Purchasing and Contracts Administrator is responsible for carrying out administrative purchasing tasks in support of the acquisition of materials, supplies, equipment, and services for various University departments in accordance with established policies and procedures to ensure a fair price, quality, and timeliness. The Purchasing and Contracts Administrator is also responsible for contract formation and administration, both initial and renewal. The position assists in negotiation and is responsible for the detailed administrative work to ensure documentation of compliance functions. The Purchasing and Contract Administrator provides informational training and communication to Touro University Nevada campus community of ongoing procurement and contract processes.
Located in Henderson, Nevada, approximately twenty-five minutes from the iconic Las Vegas strip, Touro University Nevada is a non-profit medical, health sciences, and education graduate university focused on positively impacting our community in healthcare and education. Our values surrounding social justice, intellectual pursuit, and service to humanity are steadfast and are clearly visible in the actions of our students, faculty, staff, and graduates.
We invite you to apply to our position for consideration to join the ranks of our diverse, talented, and professional staff and faculty. Please visit the tun.touro.edu/administration/human-resources website where you can see a comprehensive listing of optional benefits and Human Resources contact information.
Responsibilities
- The Purchasing and Contracts Administrator is responsible for the following contract related operations:
- Facilitates the management, preparation, review, and approval process prior to coordinating execution of various contracts.
- Exercises discretionary judgement on contract terms and conditions, identifying risk and mitigation measures.
- Develops and edits contract packet documentation as it relates to the work of contract administration and provides support and training to campus faculty and staff as needed.
- Coordinates and supports other approving Touro campus entities throughout the contract approval process.
- Communicates with stakeholder throughout the contract administration and approval process.
- Review and maintain contract renewals utilizing the Contract Tracking and Contracts in Progress spreadsheets in collaboration with campus stakeholders.
- Identify and communicate renewal dates to stakeholders a minimum of six months from contract expiration.
- Assist stakeholders with contract renewal documentation review and completion, to include budget needs, possible update to contract terms, organizational need revisions and vendor communication.
- The Purchasing and Contracts Administrator is responsible for the following procurement related operations:
- Processing of all new and updated vendor onboarding; communicating with New York on any issues.
- Maintenance of vendor insurance certificates in Banner software.
- Processing and completion of vendor credit application requests.
- Will enter all blanket contract encumbrances for current open contracts, as applicable.
- Will train, communicate and assist campus administrative community as it relates to contract release payments to ensure clean accounting records and on-time payments to vendors.
- Execution of purchase review for all university requisition approvals.
- Review, trouble shoot and close all open encumbrances quarterly, at a minimum. Review, trouble shoot and close all fiscal year end encumbrances to ensure a clean year end close.
- Sourcing:
- Developing bidding processes.
- Vendor research, recommendation, and relationship management.
- Creation and maintenance of a centralized vendor list and user feedback system.
- Updating the college community on approved vendor changes.
- Cost control - Analysis of purchases and cost-effectiveness, including environmental considerations.
- Documentation and Record Keeping:
- Oversight of procurement records from start to finish.
- Setting bid standards, preparing procurement documents, and ensuring compliance with policies.
- Forecasting and Planning - Predicting procurement needs and advising higher management on resource allocation based on financial projections.
- General
- Will perform other duties as directed.
Qualifications
Education:
- High School Diploma or G.E.D required
Experience:
- Two years of higher education purchasing (or equivalent) experience
- Some procurement and/or contract administration experience preferred.
Skills & Abilities:
- Strong analytical skills
- Excellent organizational skills
- Ability to prioritize and monitor multiple deadlines
- Ability to understand and follow specific instructions and procedures
- Positive, team mindset with a willingness to learn, and perform a variety of tasks
- Strong customer service skills
- Excellent interpersonal and communication skills with all levels of personnel
- Proficiency in the following software programs:
- Microsoft Office Programs:
- Word
- Excel
- Adobe Acrobat Pro