Senior Contract Manager

Stony Brook University; Stony Brook (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Stony Brook University seeks a Senior Contract Manager to oversee a broad portfolio of facilities contracts, including maintenance, elevator, HVAC, utilities and custodial services.

You will lead development, solicitation, negotiation, award and administration of contracts, supervise the Contracts Team, and coordinate with Directors, Procurement, and Accounts Payable to ensure compliant, timely procurement.

Qualifications

• Bachelor's degree required; four years of related facilities management/contract administration experience.
• Experience with OSHA and NYS Fire Codes; supervisory experience.
• Proficiency in Microsoft Office and Google Workspace.

Responsibilities

• Manage contracts for Campus Operations and Maintenance, including facilities maintenance, elevator, HVAC, utilities, and custodial services.
• Develop, solicit, negotiate, award, and administer 100+ department contracts; coordinate with Directors and Project Managers.
• Supervise Contracts Team, ensure timely delivery of specifications and procurement documents, and allocate resources for projects.
• Oversee contract reviews and performance issues; develop and implement contract management processes, training, and policies.
• Collaborate with facilities management, procurement, finance, and other university stakeholders.

Skills

Contract management

Negotiation

Financial analysis

Writing

Communication

Supervisory experience

Education

Bachelor's degree

Tools

Microsoft Excel

Google Workspace

Job description

Senior Contract Manager

Job Description - Senior Contract Manager (2603134)

Required Qualifications (as evidenced by an attached resume)

Bachelor’s degree (foreign equivalent or higher). Four (4) years of directly related full-time professional experience in facilities management, including contract administration, specification development, writing, review, and implementation. Knowledge of OSHA and NYS Fire Codes. Supervisory experience. Experience utilizing basic computer applications (Microsoft Office Suite to include Excel and/or Google Workspace).

Preferred Qualifications

Advanced degree (foreign equivalent or higher). Project management experience. Experience developing and writing policies and procedures. Experience with budget preparation and management. Experience leading department or division-level initiatives. Knowledge of NYS Procurement guidelines.

Brief Description of Duties

The Campus Operations Contracts Team is seeking a highly motivated self-starter with strong communication, writing, financial analysis, spec writing, and negotiation skills to manage contracts. The Senior Contract Manager will manage a wide variety of maintenance and service contracts supporting the Facilities department. This position leads the development, solicitation, negotiation, award, and administration of more than 100 department contracts while guiding Directors and Project Managers throughout the contract lifecycle. The successful candidate will supervise the Contracts Team, ensure the timely delivery of contract specifications and procurement documents, and coordinate the resources necessary to support projects efficiently and cost-effectively. Must have strong organizational and excellent written and oral communication skills. Being organized, motivated, and a self-starter is essential for success in this position. The Senior Contract Manager should also possess the ability to collaborate with diverse teams, including facilities management, procurement, finance, and other university stakeholders, to develop and implement contracts that support departmental operations.

• Contract Administration:
  • Advise, direct, support, and develop contracts for Campus Operations and Maintenance departments, including facilities maintenance, elevator, HVAC, utilities, and custodial services.
  • Develop specifications for services under the University Memorandum of Understanding (MOU) with outside or relational agencies, e.g. DEC, Auxiliary Services Association (ASA), etc.
  • Provide contract management within the Associate Vice President for Campus Operations area.
  • Manage the annual review, renewal, and development of department contracts, including updating existing specifications and preparing specifications for new service contracts. Ensure projects have the necessary resources, such as material, equipment, personnel, and funding.
  • Serve as liaison between Managers/Directors, Procurement, and the contracting party.
  • Provide contract status reports for leadership.
  • Manage electronic and paper files, ensuring current documents and resources are always available.
• Contract Review:
  • Oversee contract performance reviews and submit required rating sheets to Procurement.
  • Work with Directors, Managers, Procurement, Contract Officers, and Accounts Payable to resolve contract performance issues.
  • Develop and manage a monthly contract review process with department managers.
  • Develop and implement contract management processes, training, policies, and procedures. Provide guidance and training to managers and directors on contract requirements and responsibilities.
  • Work with INFOR Coordinator to develop and manage contract project work orders and track activity in the work order system.
• Supervision and Contract Administration:
  • Promote staff growth and development through regular communication, training activities, and workshops. Assess training needs and develop programs to address them.
  • Supervise Assistant Contract Manager and contract team; provide guidance, support and direction, assign and review work, evaluate performance, and address employee concerns as needed.
  • Collaborate with staff and department leadership to address facility needs, safety issues, and renovation/special projects.
• Administration and Operation:
  • Lead area-wide and departmental goal-setting processes.
  • Create and implement residential policies and procedures.
  • Provide accessible, transparent, and collaborative relationships with key departments, including Campus Operations and Maintenance, Procurement, and VP Administration.
• 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 $4,150 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 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. Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting [e-mail]. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .

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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.

Job Number

2603134

Official Job Title

Staff Associate

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Campus Operations and Maintenance

Schedule

Full-time

Shift

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