Contract Admin & Records Specialist

Montana State University - Office of Student Engagement; Bozeman (MT); On-site; USD 28,000 - 41,000; Full time

Job summary

Montana State University - Office of Student Engagement is seeking a Contract Associate to administer contract lifecycle processes, maintain records, and provide professional customer service across MSU campuses. The role supports amendments, renewals, and routine procurement documents while staying current on regulations.

You will assist departments with questions about MSU, state, and federal rules, and help train staff in procurement practices and document management.

Qualifications

• Demonstrated experience interpreting and applying organizational or institutional policies, regulations, and records requirements; processing related transactions accurately; and exercising sound judgment when resolving routine compliance and documentation issues.
• Demonstrated skill in using personal computers and proficiency using Microsoft Office (Word, Excel, Access and Outlook) or similar. (Please list software used and types of documents produced).
• Demonstrated competence, with minimal supervision, organizing and prioritizing multiple workloads, meeting deadlines and exercising adaptability to changing priorities.
• Demonstrated skill in presenting an excellent customer service attitude and maintaining composure even under stress.

Responsibilities

• Maintain contract files and related procurement records within Procurement & Contract Services in accordance with records retention schedules, policies, and applicable regulations.
• Manages the amendment and renewal process for University contracts
• Track assigned contract actions and deadlines, following up with relevant parties as necessary for expedience and accuracy
• Maintain electronic contract records, ensuring completeness and compliance with records management standards.
• Support responses to public records and information requests by locating, compiling and providing responsive records for review in coordination with University stakeholders.
• Draft procurement and non-routine contract-related documents under the guidance of appropriate Procurement & Contract Services team members.
• Review and maintain supplier insurance documentation in SmartBuyMSU, following up with suppliers as necessary
• Provide customer service by monitoring and referring departmental communications
• Assist with training and guidance related to procurement processes, contract administration, and document management procedures, as well as maintaining Office Procedures Manual
• Remain current on procurement regulations, contract administration practices, records management standards, and relevant software systems
• Assist departments with routine questions about applicable MSU, state, and federal laws, rules, policies, and procedures

Skills

Policy interpretation

MS Office

Time management

Customer service

Education

Post-secondary education in business/related field

Tools

Jaggaer

Banner Finance

Job description

Montana State University - Office of Student Engagement is seeking a Contract Associate to administer contract lifecycle processes, maintain records, and provide professional customer service across MSU campuses. The role supports amendments, renewals, and routine procurement documents while staying current on regulations.

You will assist departments with questions about MSU, state, and federal rules, and help train staff in procurement practices and document management.