UIC Purchasing and Contract Management is seeking to fill three (3) Senior Contracts Coordinator positions. This position manages a wide range of complex procurement and contracting responsibilities within the central purchasing office of the University of Illinois Chicago and serves as a subject matter expert and mentor for other procurement professionals within the department. Using established standards of good business practice and sound fiscal management, the Senior Contracts Coordinator prepares and manages complex competitive solicitations and contracts in the best interest of the University for a wide-range of commodities and services. The Senior Contracts Coordinator also develops and delivers procurement and contracting related training and presentations for the UIC community.
Salary Range: The salary range for this position is $70,000 to $80,000.
- Develops detailed specifications and associated requirements, in conjunction with client departments, for competitive solicitations and contract documents for procuring goods and services. Understands the differences in various procurement types and processes, recommends appropriate type and completes procurements in accordance with the Illinois State Procurement code (30 ILCS 500) and the Procurement Rules of the Chief Procurement Office for Public Institutions of Higher Education (44 Ill. Admin. Code 4). Assures the best method and all appropriate documentation is prepared and all procedural steps are followed.
- Manages the procurement of the most complex goods and services and high-dollar purchases. Leads the evaluation of responses to Request For Proposals (RFP), Invitation For Bids (IFB) and Requests for Information (RFI)'s for responsiveness to solicitation and statutory requirements. Interfaces with university management, State Purchasing Officers, and other regulatory entities to secure approvals and award of procurements. Prepares recommendations for award to obtain Board of Trustees approval as required.
- Provides purchasing guidance and consultation to peers and client departments regarding various procedural requirements on topics such as competitive sealed bidding and solicitations, cooperative/group purchasing and joint governmental procurements, and related contractual issues. Interprets and administers state, federal and University procurement regulations, rules and policies.
- Works closely with client departments to provide assistance and guidance during the evaluation phase of competitive procurements. May also serve as a member of a solicitation evaluation team. Determines responsiveness of bidders and conducts financial analysis of all responsive proposals. Reviews the team member's evaluations and scoring for consistency and accuracy. Leads the evaluation team discussions to secure consensus of RFP results and departmental recommendations to make and publish awards.
- Maintains appropriate documentation of the procurement and contracting process and ensures rules, regulations, policies, and procedures are adhered to. Completes and submits all forms and documents required by the Chief Procurement Officer for Higher Education (CPO-HE) and other oversight authorities to support procurement, awards and contracting activities.
- Serves as a University contact for vendors, and coordinates and conducts pre-bid/pre-proposal meetings and other related procurement activities to clarify and provide information regarding procurement processes and procedures, and facilitate vendor networking and diversity participation.
- Directs efforts, project plans, and coordinates resources in special projects and initiatives, representing the Purchasing Department related to University strategic goals and programs. Serves on University committees as needed in support of such projects and initiatives.
- Manages multiple procurement projects and activities and prepares complex reports, correspondence and documents related to procurement and contracting activities and as requested by senior management.
- Analyzes current University purchasing trends to identify needs for annual contracts and/or pricing agreements. Conducts research of procurements done by other institutions, reviews cooperative, group and joint purchasing awards, and issues Requests for Information (RFIs), to determine market trends of commodities and services. Reviews internet sources and price index publications to assess and compare fair market values of goods and services.
- Serves as a liaison with the Office of Procurement Diversity towards meeting Business Enterprise Program (BEP) goals for diverse vendor utilization. Works closely with University Counsel, Risk Management, contractors, department/units, and executive management on various procurement matters including contract negotiations, resolution of procurement and contract issues, and assuring compliance on procurement projects.
- Conducts contract negotiations and coordination with departmental clients to assure appropriate terms associated with award of commodities and general services, including qualifications and factors related to professional and artistic services, are incorporated.
- Develops and delivers training and presentations on procurement and contracting topics and serves as a technical resource for procurement systems and processes to Purchasing staff and external audiences.
- Works with client Departments to identify procurement opportunities and collaborates with other purchasing professionals to develop sourcing strategies and initiate bids and requests for proposals that are in the best interest of the University.
- Provides technical assistance to contractors to resolve deficiencies affecting the administration and approval of contracts. Reviews requests for change orders or amendments and prepares documents to implement contract revisions, and performs other contract administration and compliance related activities.
- Perform other related duties and participate in special projects as assigned.
Minimum Qualifications (required):
- Bachelor's degree required;graduate or law degree preferred.
- Minimum of five years of experience in public procurement, contracting or other related business administration experience in pricing analysis, negotiations, contract development and or skills related to the job duties.
- Knowledge of, the Illinois Procurement Code and University procedures related to contracting and procurement, or demonstrated ability to learn based on prior experience in a highly regulated business or transactional environment.
- Ability to review and evaluate proposals, contracts or similar documents, provide financial analysis, and render advice and assistance.
- Considerable knowledge of and practical experience with development of clear and concise procurement specifications, contract development, negotiation principles and practices, legal aspects of contracts, and State laws and University procedures related to procurement and contracting, or similar complex rules and regulations.
- Ability to prioritize and work on multiple comprehensive projects concurrently to meet deadlines and deliver excellent customer service.
- Ability to analyze situations, exercise independent judgment in performance of work assignments, and recommend solutions to resolve issues and achieve desired outcomes.
- Strong interpersonal, oral and written communication skills to competently interact and establish and maintain effective working relationships with University and departmental officials/staff and external parties.
- Solid organizational and analytical skills with attention to detail.
- Proficiency with Microsoft Office suite (e.g., Word, Excel, PowerPoint) as well as web applications.
- Knowledge about general office operations and procedures to contribute toward the success of operations and services administered by the department, and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
- Ability and understanding to maintain electronic and paper filing systems that protect and preserve confidential information and records to demonstrate compliance in departmental operations.
- Ability to establish objectives, implement procedures, and develop methods to measure results obtained.
- Proficiency with business, eProcurement or contract management applications. Experience with JAGGAER eProcurement software) and/or Banner preferred.
- Knowledge and respect of policies and procedures outlined for the University of Illinois and department.
For fullest consideration, please apply at https://jobs.uic.edu and include a letter of interest, current resume and the contact information for up to three professional references by 10/22/2021. Please make sure to fully complete the application and also please include all applicable documentation i.e., resume, transcripts, licenses, and certifications. The University of Illinois at Chicago is an affirmative action, equal opportunity employer, dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. We are committed to equal employment opportunity regardless of race, color, national origin, sex, religion, age, sexual orientation, gender identity, Veteran or disability status. Offers of employment by the University of Illinois may be subject to approval by the University's Board of Trustees and are made contingent upon the candidate's successful completion of any criminal background checks and other pre-employment assessments that may be required for the position being offered. Additional information regarding such pre-employment checks and assessments may be provided as applicable during the hiring process. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, Visit https://www.hr.uillinois.edu/cms/One.aspx? portalId=4292&pageId=1411899.
Name: Tracy Rogers
Closing Date: October 22, 2021