Contracts Assistant

Angelo State University; San Angelo (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

Angelo State University is seeking a Contracts and Purchasing Assistant to support university operations by preparing documents, maintaining records, and assisting with routine contract processing tasks.

The role monitors the Contract Administration email, assists with vendor inquiries, reviews terms, and coordinates with General Counsel. The candidate will also help license program administration and contribute to policy and procedure improvements.

Qualifications

• Possession of a high school diploma or GED certificate.
• Three years of general clerical or equivalent experience OR two years of purchasing office experience.

Responsibilities

• Monitors the Contract Administration email account for ASU department & vendor requests regarding agreements. Assists vendor & internal customers with questions related to these agreements. Reviews contract terms & conditions to determine if revisions are necessary & edits documents. Routes to General Counsel. Negotiates terms with vendors. Backup for Affiliation Agreements
• Composes correspondence; prepare spreadsheets; reports; and forms; as needed to complete university or state requirements. Review and make recommendations for department policies and procedures. Assists Director with KPI monthly monitoring/reports for all departments in area (Contracts, Purchasing, Travel, Print Shop and Mail Services).
• Assists with administration of the university’s collegiate licensing program. Maintains licensing records and supporting documentation. Assists with communication between licensees, vendors, departments, and licensing partners. Tracks licensing agreements, renewals, product approvals, and related deadlines. Assists with royalty reporting and supporting documentation as assigned. Maintains audit-ready records related to licensing activities.
• Assist contract office in system and software implementation, upgrades, and testing. Oversee project management and documentation of processes related to office automation conversions and/or updated policy and procedures.
• Interacts in a professional and service-oriented manner with students, faculty, staff, vendors, and others contacted in the course of work. Serves on University committees and advisory groups; attends professional conferences, training, and other meetings.
• Performs other duties as assigned.

Skills

Clerical tasks

Vendor communications

Record keeping

Attention to detail

Education

High school diploma or GED

Tools

Spreadsheets

Job description

Supports the University’s contracts and purchasing operations by preparing documents, maintaining records, and assisting with routine contract processing tasks.

• Monitors the Contract Administration email account for ASU department & vendor requests regarding agreements. Assists vendor & internal customers with questions related to these agreements. Reviews contract terms & conditions to determine if revisions are necessary & edits documents. Routes to General Counsel. Negotiates terms with vendors. Backup for Affiliation Agreements
• Composes correspondence; prepare spreadsheets; reports; and forms; as needed to complete university or state requirements. Review and make recommendations for department policies and procedures. Assists Director with Key Performance Indicator monthly monitoring/reports for all departments in area (Contracts, Purchasing, Travel, Print Shop and Mail Services).
• Assists with administration of the university’s collegiate licensing program. Maintains licensing records and supporting documentation. Assists with communication between licensees, vendors, departments, and licensing partners. Tracks licensing agreements, renewals, product approvals, and related deadlines. Assists with royalty reporting and supporting documentation as assigned. Maintains audit-ready records related to
  licensing activities.
• Assist contract office in system and software implementation, upgrades, and testing. Oversee project management and documentation of processes related to office automation conversions and/or updated policy and procedures.
• Interacts in a professional and service-oriented manner with students, faculty, staff, vendors, and others contacted in the course of work. Serves on University committees and advisory groups; attends professional conferences, training, and other meetings.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

Knowledge

• Knowledge of clerical and general office procedures and practices.
• Knowledge of purchasing forms and procedures.
• Knowledge of basic mathematics (addition, subtraction, division) and ability to perform calculations accurately.
• Knowledge of computer keyboard operation and general office equipment.

Skills

• Skilled in the operation of office equipment and computer keyboards.
• Skilled in oral communication and interpersonal relations.

Abilities

• Ability to read, write, and speak in English.
• Ability to type 35-45 WPM .
• Ability to organize and complete tasks according to instructions or procedures.
• Ability to perform work requiring accuracy and attention to detail.
• Ability to operate a variety of office equipment efficiently.

Minimum Qualifications

• Possession of a high school diploma or GED certificate.
• Three years of general clerical or equivalent experience OR two years of purchasing office experience.

Preferred Qualifications

• Basic Texas Purchaser certification

Physical Requirements

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or status as a protected veteran.
In compliance with the Americans with Disabilities Act ( ADA ), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at [phone] or email us at [e-mail] ..