Assistant Contract Manager

Socket.dev; Stony Brook (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Stony Brook University is seeking a Contract Administrator to manage complex campus contracts for design and construction projects. This role will oversee fiscal aspects, vendor coordination, and compliance with procurement guidelines.

The incumbent will develop and modify contracts, review specifications, and ensure accurate expenditure tracking. Strong analytical skills and knowledge of CSDB/CLM systems are essential.

Qualifications

• :

Responsibilities

• Provide fiscal management for all CPDC contracts and assist in development and administration of formal contractual agreements.
• Coordinate and communicate with Albany offices to facilitate processing of contractual agreements.
• Coordinate submission to DASNY for reimbursement related to design, construction, and local projects.
• Enter and manage purchase orders with contracted vendors for project material purchases.
• Receive, distribute, and assist in invoice approval and reconciliation across CPDC funded projects.
• Follow up and resolve open items related to contracts, purchase orders, and invoices.

Skills

Contract administration

Vendor coordination

Invoice processing

Budget management

Data analysis

Microsoft Office

Education

Bachelor's degree

Advanced degree (preferred)

Tools

Jaggaer

SUNY procurement guidelines

NYS procurement rules

Job description

Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Three years (3) of full-time contract administration experience, which includes specification review, analysis, scope, and recommendation of contract terms. Experience working with contractual agreements. Computer proficiency to include Microsoft Office Suite and Google Workspace.Preferred Qualifications: Advanced degree (foreign equivalent or higher). Additional years of contract administration experience, which includes specification review, analysis, scope, and recommendation of contract terms. Experience with SUNY, Jaggaer, or NYS Procurement guidelines, rules, dollar thresholds, etc. Budget experience. Experience with Construction, A/E, Facility contracts related purchasing.Brief Description of Duties: Under the direction of the Contract Manager, the candidate will develop and modify contracts for the renovation, repair, design, and construction for Stony Brook University facilities. The incumbent must have working knowledge of processes for contractual obligations, contract terms, and expenditures. Strong analytical skills are necessary for this role.

• Contract/Purchase Order Administration:
  • Provide fiscal management for all Campus Planning Design & Construction contracts.
  • Assist in the development and administration of formal contractual agreements for campus-required construction services and other categorical services in support of campus capital projects as well as locally funded projects.
  • Coordinate and communicate with appropriate Albany offices to facilitate the efficient and timely processing of contractual agreements.
  • Coordinate submission to DASNY for reimbursement for design, construction, and local projects.
  • Place req's on the system with contracted vendors for project material purchases.
  • Receive, distribute, and assist in the approval process of invoices for payment for all CPDC funded projects, and reconcile all discrepancies and coordinate credits and returns.
  • Coordinate with the Procurement Department and enter into CLM. Follow up and resolve open items as they relate to contracts, purchase orders, and invoices.

• Contract Specifications/Statement of Work:
  • Submit contract specifications to the Procurement Office and follow up to ensure there are no lapses in services.
  • Provide competitive quotes and justification for goods and services depending on dollar value and account source.
  • Assist in the processing of Invitation for Bids (IFB) and requests for qualification (RFQ) for multi-year procurement packages involving construction and design to ensure that workable performance standards are clearly defined.

• Contract Management Assistance:
  • Maintain and monitor spreadsheets of all contracted vendors for design and construction campus wide.
  • Upon award, provide each Project Manager with a full copy of all contract documents detailing contract requirements, scope of work, rates, and pricing page.
  • Conduct a contract review with Managers upon contract approval.

• Other Duties:
  • Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes: This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption. In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly. Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency. For this position, we are unable to sponsor candidates for work visas. Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.