Contract Administrator

POSITION OVERVIEW:
Facilities Management is a department within University Services which is composed of the departments and people who deliver the non-academic operations across the University of Minnesota system. Facilities Management (FM) is responsible for all buildings, grounds and the energy management needs of the University of Minnesota Twin Cities campus. Facilities Management works to provide a safe, reliable and welcoming campus in support of the University's mission of teaching, research and outreach. FM's responsibilities include over 25 million square feet in more than 280 buildings across 1200 acres in the Twin Cities.

In this role you will serve as the primary point of contact for Facilities Management to manage the Request For Proposal (RFP) process for renewal of over 20 contracts as well as spearheading the process when new contract/vendor opportunities are identified. You will lead contract negotiations that include the option for future growth and ensure measurable supplier deliverables while assessing risk.
The ideal candidate will handle a variety of administrative work, maintain contract documentation, and ensure compliance with UMN policies and contractual obligations. This role requires strong organizational, communication, and multitasking skills to manage contracts effectively while providing administrative support.

POSITION RESPONSIBILITIES:

Contract Management (50%)
* Manage the Request For Proposal (RFP) process incorporating key stakeholders to draft RFPs, review submittals, manage the contract approval process.
* Draft, review, and process contracts, agreements, and related documents.
* Track contract deadlines, renewals, and deliverables.
* Ensure compliance with University policies and legal requirements.
* Maintain a central repository for contracts and related documentation.
* Review invoices against contract terms, ensuring accuracy in pricing, deliverables, and payment schedules before approval.
* Serve as single point of contact for assigned FM contracts to ensure vendors are meeting or exceeding their contract requirements and are in compliance with contract terms, industry standards, state regulations, etc

Administrative Management (15%)
* Manage and coordinate RFP schedule
* Conduct vendor review meetings (prepare agendas, correspondence, reports, and presentations).
* Document and track objectives and deliverables to completion.
* Manage the elevator permit process.
* Liaison with UMN building codes division to ensure vendor compliance
* Maintain contract records and files.

Communication (15%)
* Serve as a point of contact for internal and external stakeholders regarding contracts and associated matters.
* Communicate contract terms, deadlines, and expectations to relevant parties.

Process Improvement (10%)
* Identify opportunities to streamline contract management and administrative processes.
* Implement systems to track and monitor contract performance and compliance.

Other Duties (10%)
* Assist with special projects, events, or initiatives as needed.
* Handle confidential and sensitive information with discretion.
* Other duties as assigned

WORKING at the UNIVERSITY:
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes. Please visit the Office of Human Resources website for more information regarding benefits.

POSITION QUALIFICATIONS:
Required (minimum) qualifications
* BA/BS plus at least 2 years of experience or a combination of related education and work experience to total at least six years.
* Proven experience as a contract administrator, or a similar role.
* Knowledge of contract management principles and best practices.
* Experience drafting RFP's.
* Strong organizational and multitasking skills with attention to detail.
* Excellent verbal and written communication skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), contract management software/tools and google workspace.
* Ability to work independently and as part of a team in a fast-paced environment.
* Experience in Property Management and or Facilities Management or equivalent background.

Preferred qualifications
* Familiarity with legal terminology and contract compliance requirements.
* Experience with project management tools or software.
* Experience with Computerized Maintenance Management Systems (CMMS)
* Ability to analyze and summarize contract terms.

Physical and environmental requirements
On-site work includes office settings and may include field work in mechanical equipment rooms. Hybrid work environment (estimated 50% remote, 50% on site)

Pay Range: $31.25-$36.06/hr ; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).