Contract Assistant II (Finance)
Organizational Summary:
Procurement & Payment Services is a university wide function led by the Assistant Vice President and has approximately 50 employees Procurement & Payment Services consists of Accounts Payable, Travel, Purchasing, PCard, and Central Receiving. Procurement & Payment Services supports the University of South Florida by providing strategic purchasing solutions and quality services that meet or exceeds the expectations of our procurement partners. All actions are performed in accordance with applicable Federal regulations, Florida State statutes, Board of Governors and USF policy and regulations.
Position Summary:
The Contract Assistant II performs more advanced administrative tasks related to contract intake, organization, and execution and supports the contracting team with greater independence. This role involves more direct interaction with suppliers and internal stakeholders, contains aspects of contract reporting and conducts an initial review of sourcing method and ensures required prerequisites of the contract are met in alignment with Florida Statutes, and University policies.Minimum Qualifications:
- High school diploma or equivalent.
- 1-2 years of experience in contract management or related field.
- Strong organizational and communication skills.
Preferred Qualifications:
- Associate's degree in business or related field
- Legal Assistant or Paralegal Experience
- Contracts Management experience
- Experience in higher education procurement
- Familiarity with state and university regulations
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Working at USF
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With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
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To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .Job Responsibilities:
- Conduct review of university contract requests submitted through e Procurement platform for completeness. Contract requests will be considered complete if they, at minimum, adhere to the following: acceptable and accurate sourcing justification, contain appropriate prerequisite information, use appropriate contract and supporting documents, have a strong summary/business purpose, provide accurate signatory and stakeholder information, all in keeping with Florida Statutes, and University policies.
- Create and assign Contract records appropriately based on a criterion provided by the supervisor which may include assigning by: department, commodity area, contract value, workload, or a combination of any of the above or alternative criteria.
- Assist with contract execution and submission process which may include follow up with suppliers, departments, providing guidance on technical system aspects, managing e-signature requests, as well as review, redline, draft and execute agreements within a defined scope up to $35,000.
- General administrative support and legal review preparations including but not limited to organizing and maintaining contract files, annual auditing of contract data quality, review of records for retention/destruction.
- Obtain off-campus lease requirement documents. Schedules meetings as required and maintains appropriate calendars. Manages university's credit information document(s). Intermediate level of MS Word and Excel as well as ability to create ad-hoc reporting in e-Procurement systems. Develop and maintain reporting on contract efforts and metrics to support strategic contracting efforts and workload management. May include development of dashboards or routine reports, producing ad-hoc reports at the request of USF internal departments related to audits or contract management and producing reports related to public record requests.
- Performs other duties as assigned.
