Associate Contract Manager

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Supply Management, Level A Job Title Associate Contract Manager Department Leadership | Municipal Services | Building Operations | Municipal Services I Contract Management Compensation Range $5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 5, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

JOB SUMMARY

The Associate Contract Manager is responsible for overall external and internal contract service management and metrics under the Municipal Services group across the Facilities team. The Associate Contract Manager is responsible for developing scope and participating in the end-end RFx process from outlining the objectives, deliverables and parameters of services to interpret requests, conduct research, develop documentation and validate the scope with relevant stakeholders. The Associate Contract Manager will play a key role in ensuring that all aspects of contract administration are effectively managed and that Key Performance Indicators (KPI’s) are met.

ORGANIZATIONAL STATUS

Reports to the Contract Manager within the Municipal Services group, Facilities. Collaboratively works with Facilities Senior Managers, Directors, operational staff and supervisors across a multi-dimensional team. (e.g., Facilities, Financial Operations, external suppliers and UBC Academic departments)

WORK PERFORMED

• Develops scope for external service contracts and internal service level agreements in collaboration with clients or end users.

• Participates, documents and monitors the RFx end-end process to ensure optimal contract kick-off.

• Maintains the contract repository and documents in line with best practice to support efficient data retrieval and decision making.

• Develops and manages Maintenance Service Level Agreements (SLAs) to ensure internal Service Contracts are offered with appropriate, competitive terms and conditions. The ACM will support the business case development, costing analysis, and contract formulation to ensure that the requirements of our internal clients are met and the costing is properly synchronized with either external service contract pricing or Facilities resource costs.

• Builds and maintains vendor and client relations.

• Provides contract management expertise in support of complex contracts to the Contract Manager.

Contract Coordination:

• Develops and maintains system documentation, policies and guidelines.

• Ensures contract compliance with timelines and expiration records.

• Resolves problems with end users and suppliers, communicating ongoing issues to the Contract Manager.

• Leads the preparation of contract renewal documents and amendments for assigned files/contracts.

• Prepares and maintains accurate records and documentation on all contracts, correspondence and related follow up, including but not limited to price increases, change orders, performance for ongoing management.

• Ensures all contract documents and related correspondence are properly stored and accessible.

Financial Tracking:

• Prepares analysis reports for external service suppliers, highlighting key performance indicators of contracts, price forecasting of services and provides the information to Contract Manager to monitor risks, costs and performance.

• Develops supplier key performance indicator reports for quarterly business meetings.

• Reviews financial aspects of contracts, including payment schedules, invoices, and compliance with financial terms.

• Collaborates with the finance team to ensure all contract-related financials are on track.

• Follows up with suppliers and internal departments to ensure timely payments and compliance with financial obligations.

Administration:

• Ensures all contract management activities are in compliance with regulations, laws and best practices in accordance with University’s standard practices.

• Supports the Contract Manager in maintaining supplier relationship management for each contract/supplier by proactively following up on outstanding tasks and action items from supplier meetings.

• Provides regular updates and reports to the Contract Manager on contract status, meeting outcomes, dashboards, and financial tracking.

• Identifies any potential risks or issues related to contracts and works with the Contract Manager to resolve them.

• Collaborates with internal and external stakeholders as required.

• Carries out any other related duties as necessary in keeping with the qualifications, requirements and regulations of positions in this classification.

CONSEQUENCE OF ERROR

An incumbent of a position in this class compiles service contract records such as financial tracking, contract terms and conditions, and key performance metrics. These services are required to meet regulatory requirements and client needs. This work requires the utmost accuracy as errors may result in work stoppage, cost overruns, and potential risk to the University. Failure to appropriately track and maintain data could jeopardize the ineffective application of finances and labour resulting in a serious financial and/or service loss to the University.

SUPERVISION RECEIVED

Reports to the Contract Manager within Municipal Services, Facilities and works under its general direction. Exercises considerable independence of judgment and action in performing assigned duties referring or discussing the more complex problems with the manager who reviews work performance during progress.

SUPERVISION GIVEN

May assist in training new employees and supervising student workers.

MINIMUM QUALIFICATIONS

University degree in a relevant discipline. Minimum of one year of related experience, or the equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

PREFERRED QUALIFICATIONS

Education and experience in supply chain, operations and/or project management.

University degree in a relevant discipline with a Supply Chain Management Professional designation.

Customer relationship management experience.

Previous Contract Management experience will be an asset.