The Contract Manager will collaborate with campus departments and vendors to review, negotiate, and process contracts. This role will coordinate with the UTSA Contract Office on non-delegated contracts and work closely with General Counsel. The position requires strict adherence to university policies and procedures, the Contract Manual, applicable state laws, and Risk Management Bonding Guidelines. The Contract Manager will draft contracts and review all vendor agreements to ensure compliance with university policies and procedures, applicable laws and regulations, and contractual requirements.
- Initial review of UTM contracts entered into ESM;
- Determine status of all UTM contracts in ESM - delegated versus non-delegated and initiate internal workflow;
- Work with respective departments on initial issues and potential modifications to the Agiloft contract entry to align with System Policy and commercial expectations;
- Review, revise, negotiate with vendors, and finalize all delegated contracts pursuant to System Policy, UT Contract Manual, and Risk Management Bonding Guidelines;
- Work with internal owners, particularly the Office of General Counsel, Purchasing, and IT Security, and external contacts to finalize all Agiloft contracts;
- Provide Policy and System training and guidance on contract requirements/processing to all internal owners to assure accurate information is provided, and reflected in Agiloft entries and contracts;
- Monitor workflow status in Agiloft to assure all UTM contracts are finalized efficiently and in a timely manner.
- Assist with Agilot contract reporting, as requested by internal owners and department heads.
- Assist with the review and revisions required on template contracts, MOU, Affiliate Agreements and facility rental agreements.
CREATING AND MANAGING UNIVERSITY CONTRACTS:
Oversight of contracts from drafting to execution. Process variety of contracts, nondisclosure agreements, licensing agreements, memorandums of understanding, and other contracts as required by the University. Provide red-lined recommendations on contracts to vendors and campus departments that are compliant with state law, University fiscal policy, Risk Management Bonding Guidelines & Contract Manual requirements. Ensure all contracts are signed and delivered to relevant parties. Work with other teams, such as Finance or General Counsel, Risk Management on contract financial, legal and insurance requirements, as well as to analyze potential risks that contract changes may pose to the University. Work with all internal and external vendors serving as the singular point of contact for matters concerning contracts. Assist internal departments with assessment and interpretation of contract terms for compliance to existing contracts.
MAINTENANCE OF CONTRACTUAL RECORDS:
Maintain and update contractual records and changes as needed in the University's contract management system for ease of accessibility by the staff of Procurement and Contract Services and also for audit purposes. Records will be maintained in accordance with the University's policies, as well as in accordance with legal and regulatory frameworks, and reflect an organized system of physical and digital records. Partner with Purchasing Specialist on Procurement & Contract Services team, as needed, to complete contract related general administrative tasks.
CUSTOMER SERVICE:
Serve as point-of-contact between University, campus departments and vendors in contractual matters, particularly as to finalization and execution of contracts. Provide instruction as needed to campus departments on contract entry, as well as processing guidelines and requirements. Exercise time management and decision making to be able to prioritize competing tasks and complete by deadlines. Exercise strong communication skills, both oral and written. Partner with Purchasing Specialist on Procurement & Contract Services team, as needed, to provide one-on-one training to and address questions from campus departments re: contract entry into the University's contract management system.
PROBLEM SOLVING:
Works with all involved parties, both internally and externally, to resolve any contract-related issues that may arise.
MONITOR CONTRACTS:
Actively works to monitor all contract and takes appropriate actions to facilitate the closing, extension, or renewal of contracts.
Minimum Qualifications
Bachelors degree 5 years of experience in a contract management, paralegal or related role, including 5 years experience in an office environment.
Strong organizational skills with the ability to maintain a comprehensive working knowledge of University policies and procedures. Demonstrated ability to manage multiple tasks in a fast-paced environment with frequent interruptions while working independently with minimal supervision. Proficient in utilizing the University’s contract and procurement ERP systems, with exceptional attention to accuracy and detail. Excellent reading comprehension and analytical skills, with the ability to collaborate effectively in a team-oriented, forward-thinking environment. Extensive knowledge of the legal structure of contractual documents and the ability to assess and apply the legal implications of contractual provisions.
Preferred Qualifications
Masters degree
Strong knowledge of state contract requirements and fiscal policies within a higher education environment. Demonstrated customer service experience and proven ability to complete assigned tasks accurately and efficiently while ensuring compliance with applicable legal and policy requirements in a fast-paced operational setting. Consistent ability to identify areas for process improvement, assess risk, and implement effective solutions to enhance operational efficiency and compliance.
2 years of experience in a customer service role
Application Process: Interested candidates must apply online and attach a cover letter, resume and three references.
Application Deadline: Application review will begin immediately and continue until a candidate has been identified.
Minimum hiring rate $60,000.00 annually (Market Range MR10). Salary commensurate with education and experience.
