Manager, Contract Administration
Job Summary
Serves as the primary point of contact with internal and external parties in all facets of contract management, contract compliance and contract-related matters. Provides administration of the Houston Community College District (HCC) procurement contracts, district-wide agreements and associated activities. Responsible for supplier/vendor management to include negotiating contract terms and conditions and developing collaborative relationships with internal HCC departments.
ESSENTIAL FUNCTIONS
Responsible for the administration and management of HCC’s contracts and entire contract process which includes but is not limited to oversight of contracts signed by the College, contract compliance, accuracy of contracts, modifications to contract, contract closeout efforts, process improvement, project management, problem resolutions, and ensure adherence to procurement industry standards and practices as well as federal and state law standards.
Responsible for the budget(s) and timely notification to the appropriate personnel for all budget related discrepancies and required adjustments. Work closely with accounts payables to resolve payment issues.
Ensure appropriate performance standards of quality, delivery, insurance and warranty are properly identified in formal solicitations.
Conduct all aspects of supplier/vendor negotiations, including contract terms, pricing, and price re-determinations and ensure that suppliers meet defined requirement, goals and targets. Conduct field visits, as needed.
Monitor and communicate performance of each contract for supplier/vendor and user compliance and advises staff in pre-award contract reviews and post-award development of contract instruments.
Support and provide administrative services for the Procurement Operations staff in contract formulation, administration, negotiation, analysis, tracking, closure and/or termination.
Act as a liaison between HCC departments and Procurement Operations to initiate renewal actions on current contracts, memorandums of agreement, inter-local agreements, and/or licensing agreements.
Act as the primary liaison between the department and auditors, facilitating audit requests, coordinating response efforts, and ensuring clear, timely, and accurate communication throughout the audit process.
Implement, maintain, and operate an accurate, district-wide contract tracking and management system for any related database that is used to track and analyze contracts and ensure that database systems function properly for Procurement Operations internal and external customer base.
Resolve conflicts or infringement arising from existing contracts. Seek advice from legal experts and/or counsel when appropriate.
Collaborate with all levels of management to gather, analyze, summarize, and prepare recommendations on contracts, sourcing strategies and practices and procedures.
Provide assistance to the Director, Procurement Operations prior to and during the formal bidding process for specialized equipment and services.
Prepare and distribute reports and statistical data to necessary parties to facilitate planning and maintenance of accurate contract records and files.
Maintain current knowledge of College commodity needs, regulatory, legislative and industrial changes to ensure that any updates are completed within the required time.
Responsible for the successful strategy, development and execution of assigned procurement programs to maximize efficiency, cost savings and reduce liability exposure.
Identify and investigate all cost of ownership opportunities including non-purchase price driven opportunities.
Provide leadership in developing key long term supply contracts to achieve continuous improvement.
Perform other duties, tasks and assignments as required.
QUALIFICATIONS
Education & Experience
- Bachelor’s Degree from an accredited institution, preferably in business administration, or related field required
- 5 years’ experience in a centralized procurement environment required, preferably in an education environment
Licensing & Certification
- Valid Texas Driver License
- Certification in any of the following (equivalent or advanced) preferred; applicants who do not currently have said certification will be considered provided they agree to obtain the certification (as a condition of their continued employment) within 18 months after employment:
- Certified Professional Public Officer (CPPO)
- Certified Professional in Supply Management (CPSM)
- Certified Texas Contract Manager (CTCM)
Special Skills
- MS Office Programs
- Knowledge of Texas Contract Administration guidelines
- Contract compliance
- Bid processes protocol
Competencies
- Delivering High Quality Work
- Accepting Responsibility
- Serving Customers
- Supporting Organizational Goals
- Driving Continuous Improvement
- Acting with Integrity
- Thinking Critically
- Managing Change
- Communicating Effectively
Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.
SECURITY SENSITIVE: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
The Organization
Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the country’s largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.
The Team
Play a central role at HCC as you keep our everyday operations running like clockwork. You’ll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you’ll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
Location
Houston is a city with limitless possibilities:
- Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City’s 55.
- Approximately 145 languages are spoken here.
- Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
- Houston is a major-league sports town, and don’t forget the annual Houston Livestock Show & Rodeo.
- The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
- World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nation’s top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s cultural scene.
- Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.
If this sounds like the role for you and you’re ready to join an amazing team, please apply right away.
EEO Statement
Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran’s status. The following person has been designated to handle inquiries regarding the non-discrimination policies:
Sandra Jacobson, Interim Director EEO/Compliance/Title IX Coordinator
Office of Equal Opportunity and Title IX
PO Box 667517
Houston TX, 77266
713 718.8271 or hcc.oeotix@hccs.edu