Assistant Contract Manager

Stony Brook University; Stony Brook, Northern (NY, KY); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

UUP location pay ($4,000)

Job summary

Stony Brook University seeks an Assistant Contract Manager to develop and modify contracts for renovation, repair, design, and construction of university facilities. The role requires knowledge of contract obligations, terms, and expenditures, with strong analytical skills.

Under the Contract Manager, you will manage contract documents, coordinate with Albany for processing, and assist in reimbursements with DASNY.

Qualifications

• Bachelor's degree required; three years of full-time contract administration experience including review, analysis, scope and recommendation of terms.
• Advanced degree preferred with more years of contract administration experience.
• Experience with SUNY, Jaggaer or NYS Procurement guidelines and budget experience.

Responsibilities

• Develop and modify contracts for renovation, repair, design, and construction for university facilities.
• Ensure knowledge of contract obligations, terms, and expenditures; strong analytical skills required.
• Provide fiscal management for campus planning, design & construction contracts; assist in development and administration of formal contracts.
• Coordinate with Albany offices to facilitate processing of contractual agreements; coordinate reimbursements with DASNY.
• Submit contract specs, provide quotes, and assist in IFB/RFQ processing for multi-year construction and design procurement.
• Maintain and monitor vendor contracts and provide project managers with full contract documentation.
• Other duties as assigned.

Skills

Contract administration

Analytical skills

Microsoft Office

Google Workspace

Education

Bachelor's degree

Advanced degree (preferred)

Tools

Microsoft Office Suite

Google Workspace

Job description

Job Description - Assistant Contract Manager (2602150)

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.
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 .
Visit our WHY WORK HERE page to learn about the total rewards we offer.
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.

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.

Job Number:

Job Number:

2602150

Official Job Title : Senior Staff Assistant

Job Field

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Campus Planning, Design, and Construction

Schedule

Schedule

: Full-time

Shift

: Day Shift Shift Hours : 8:00 a.m. - 4:30 p.m.