Contract Administrator

James Madison University; Harrisonburg, Staunton, Waynesboro (VA, VA, VA); On-site; USD 65,000 - 90,000; Full time

Job summary

James Madison University is seeking a detail-oriented professional to oversee contract administration for VIVA and university contracts. The role includes managing the contract lifecycle, purchase orders, and budget reconciliation to ensure compliance with university procedures and Virginia procurement requirements.

The position focuses on financial stewardship, working with consortium members, vendors, and state agencies to support procurement, reporting, and regulatory compliance.

Qualifications

• Knowledge of budgeting, financial management, accounting, and reconciliation processes.
• Knowledge of public procurement principles, practices, terminology, and contract administration.
• Experience reviewing, interpreting, and administering contracts, including ensuring compliance with applicable policies and procedures.
• Strong analytical and problem-solving skills with the ability to evaluate information, identify issues, and develop effective solutions.

Responsibilities

• Oversee administration of VIVA and university contracts, ensuring compliance with policies and procurement regulations.
• Manage contract lifecycle activities including reviews, renewals, amendments, expirations, documentation, and records management.
• Support procurement processes for contract establishment, renewal, termination, and purchase orders.
• Administer and reconcile VIVA's annual budget, including allocations, expenditures, reimbursements, invoicing, and financial reporting.

Skills

Contract management

Budget reconciliation

Procurement regulations

Vendor relations

Cross-functional collaboration

Documentation & records management

Audits & regulatory compliance

ERP/Finance systems

Microsoft Excel

Attention to detail

Tools

PeopleSoft Finance

eVA

Cobblestone

Consortia Manager

Job description

James Madison University is seeking a detail-oriented and collaborative professional to oversee contract administration activities for the Virtual Library of Virginia (VIVA), Non-JMU Cooperative Contracts, and selected university term contracts. This position plays a key role in supporting the procurement lifecycle, including contract establishment, renewal, termination, and purchase order administration, while ensuring compliance with University procedures and Commonwealth of Virginia procurement requirements. The successful candidate will manage fiscal accounting and reconciliation for VIVA's annual budget, including allocations, reimbursements, invoicing, budget monitoring, and financial reporting. This role works closely with consortium members, vendors, university departments, and state agencies to support effective contract management, financial stewardship, and operational excellence.

This position is on-site.

Duties and Responsibilities:

• - Oversee the administration of VIVA contracts and university contracts, ensuring compliance with university policies, procurement regulations, and contract requirements.
• - Manage contract lifecycle activities, including contract reviews, renewals, amendments, expirations, documentation, and records management.
• - Support procurement processes related to the establishment, renewal, and termination of contracts and the issuance of purchase orders.
• - Administer and reconcile VIVA's annual budget, including allocations, expenditures, reimbursements, invoicing, financial reporting, and fiscal year-end activities.
• - Monitor contract and financial performance, identify issues, and collaborate with stakeholders to resolve compliance, payment, and operational concerns.
• - Maintain accurate contract and financial records, prepare reports, and support audits and regulatory requirements.
• - Provide oversight of Non-JMU Cooperative Contracts, including contract maintenance, renewals, records retention, and staff training.
• - Serve as a resource to university departments, consortium members, vendors, and state agencies on contract administration and procurement matters.
• - Support the university's SWaM initiatives, continuous process improvement efforts, and cross-functional administrative and technology operations through collaboration, training, and backup support.

Qualifications:

• - Knowledge of budgeting, financial management, accounting, and reconciliation processes.
• - Knowledge of public procurement principles, practices, terminology, and contract administration.
• - Experience reviewing, interpreting, and administering contracts, including ensuring compliance with applicable policies and procedures.
• - Strong analytical and problem-solving skills with the ability to evaluate information, identify issues, and develop effective solutions.
• - Excellent time management skills and the ability to organize, prioritize, and manage multiple projects simultaneously.
• - Strong written and verbal communication skills with the ability to effectively interact with a variety of stakeholders.
• - Proficiency with Microsoft Office applications, particularly Excel, Word, and Access, and the ability to learn and apply new systems and technologies.
• - Experience working with enterprise financial, procurement, and contract management systems such as PeopleSoft Finance, eVA, Cobblestone, Consortia Manager, or similar platforms.
• - Demonstrated ability to work independently, exercise sound judgment, and maintain a high degree of accuracy and attention to detail.