| Posting Number: |
20244230S |
| Position Title: |
Contract Management System Administrator |
| Position Type: |
Staff |
| Location: |
Villanova, PA |
| Recruitment Type: |
Internal/External Applicants |
| Work Schedule: |
full-time/12-months |
| Avg Hours Week |
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| Department: |
435-Procurement Office |
| Position Summary: |
Reporting to the Director of Procurement, the Contract Management System Administrator is responsible for the oversight, maintenance, and optimization of the University’s contract management system. This position will ensure the efficient operation of the system, provide technical support and training to users, collaborate with various departments (including but not limited to the Office of General Counsel, the Office of Information Security, and the Office of Insurance and Risk Management) to streamline contract processes, participate in contract review ensuring completeness with the system’s processes, and manage the system’s administrative functions.The University is currently in the process of implementing a new contract management system (CMS). This position will be responsible for assisting with this implementation, rolling out the system University-wide, providing training to applicable users, developing internal policies and procedures, and ensuring a successful implementation.
Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. |
| Duties and Responsibilities: |
Contract Review
- Manage and assist in the review of contracts to ensure compliance with university policies and procedures, the CMS’s various contracting queues/data fields, and industry standards, without altering terms and conditions.
- Review and verify the accuracy and completeness of contract information on intake forms.
- Coordinate contract review, approvals and signatures with relevant stakeholders, including applicable departments heads, general counsel, insurance and risk management, information security, procurement office, and executive leadership.
- Communicate as needed with University clients, including faculty, staff, and executive staff concerning contract negotiations, process, and status; including follow-up on pending documents and outstanding items.
- Maintain accurate records of contract review and signatory activities within the CMS.
User Support
- Serve as the primary point of contact for users regarding system inquiries, training, and technical support.
- Provide training sessions and documentation to educate users on system functionalities and best practices.
- Develop and update reference and training materials, including information available on applicable websites.
- Address user concerns promptly and effectively to maintain user satisfaction.
- Address any processing or workflow problems that may arise within the CMS.
Process Improvement
- Collaborate with stakeholders across departments to evaluate and improve contract management processes.
- Analyze data to identify trends and opportunities for process and administrative improvements within the CMS, including opportunities for automation, standardization, and efficiency gains within the system.
- Implement enhancements and updates to optimize contract workflows and increase productivity.
- Use intellectual curiosity to assist campus customers, exploring ways to extract and deliver more value from the CMS.
System AdministrationSupport the Procurement and Disbursements Systems Analyst with the following:
- Manage the University’s CMS, including user access and privileges, configurations, workflow rules and approval steps, contract template library, and system updates.
- Monitor system performance and troubleshoot issues to ensure smooth operation.
- Implement system enhancements and integrations to meet evolving needs.
- Effectively manage and communicate changes to the CMS community, resulting from system or process enhancements
Data Management
- Oversee data integrity within the CMS, ensuring accurate and up-to-date information.
- Develop and maintain reports and dashboards to provide insights into contract performance and compliance.
- Develop methods to quantify the outcomes of training efforts, user experience and issues, and resolution of systematics or process issues.
- Implement data security measures to safeguard sensitive information and comply with regulatory requirements.
- Maintain accurate records of contracts and documentation for audit purposes.
Compliance and Governance
- Ensure adherence to university policies, legal requirements, and industry standards related to contract management.
- Assist in the development and enforcement of contract management policies and procedures.
- Conduct regular audits and reviews to assess compliance and mitigate risks.
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| Minimum Qualifications: |
Formal Education
- Bachelor’s degree in Information Technology, Business Administration, Finance, or a related field.
Work Experience- Four years of experience administering a contract management system, preferably in higher education or large organization setting.
Work Skills (e.g., written and verbal communication skills)
- Strong analytical skills with the ability to assess complex processes and identify opportunities for improvement.
- Excellent organization skills and attention to detail.
- Strong oral and written communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
- Must be able to communicate ideas effectively internally, to the other parties involved in the contract, and to stakeholders to keep everyone appraised of contract-related matters.
- Ability to manage multiple tasks simultaneously in a deadline-driven environment.
- Detail-oriented with a focus on accuracy and data integrity.
- Ability to communicate (verbally and in writing) policies and procedures clearly, effectively, and professionally to diverse audiences with varying levels of understanding.
- Must be a self-starter, along with a strong desire to contribute and work collaboratively to achieve goals.
- Demonstrated ability to exercise independent judgment and to make decisions based on policy and procedures.
- Maintain excellent working relationships with internal and external clients to ensure needs are met.
- Ability to establish and develop effective working relationships within a large, complex organization.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)
- Proficiency in contract management software (e.g. Sirion Labs), including system configuration and troubleshooting.
- Strong understanding of procure-to-pay processes and contract management.
Equipment Knowledge
- Proficiency with contract management software, MS-Word and Excel a must.
- High degree of experience and facility with office computing systems, along with Microsoft Office (including Outlook, Excel, SharePoint, and OneNote), databases, and other similar analytical and reporting software is necessary. Ability to build and maintain complex Microsoft Excel spreadsheets, along with advanced reporting capabilities.
- Standard office equipment, including PC and common software packages.
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| Preferred Qualifications: |
Formal Education
- Additional certification in contract management or procurement.
Work Experience
- Experience preferably in higher education or another non-profit environment.
- Experience with business process mapping, ability to create detailed process maps and documenting workflows, identifying inefficiencies and bottlenecks, and to understand stakeholders’ needs and gain buy-in for proposed changes.
- Familiarity with contract law and regulatory requirements related to contract management is preferred.
- Familiarity with university or public sector procurement procedures.
- Familiarity with business operations of a University, including departments outside of Procurement and Financial Affairs.
Equipment Knowledge
- Sirion Labs Contract Management Software
- Ellucian Banner ERP System (for procurement functionality).
- Procurement systems.
- Knowledge of Concur, JPMorgan Chase Access, ESM, and PaymentWorks systems a plus.
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| Physical Requirements and/or Unusual Work Hours: |
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| Special Message to Applicants: |
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| Posting Date: |
12/04/2024 |
| Closing Date (11:59pm ET): |
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| Salary Posting Information: |
Commensurate with experience. |
| Salary Band: |
16 |
| Job Classification: |
exempt |