Sourcing and Contract Coordinator/Senior Sourcing and Contract Coordinator - Hybrid

University of Illinois System; Urbana (IL); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Health, Dental, Vision insurance

Retirement plan

Paid time off

Job summary

University of Illinois System seeks a highly skilled Sourcing and Contract Coordinator to lead complex negotiations for professional services, provide guidance on procurement issues, and ensure compliance with university regulations. The role involves supporting system offices, coordinating with counsel and risk teams, and delivering training materials.

The Senior level expands responsibilities with mentorship, advanced contract administration, and strategic contracting opportunities, including

Qualifications

• Bachelor's degree in business administration, management, or a closely related field.
• Two years of professional business, financial, and/or managerial work experience. A Master's may substitute for one year of experience.

Responsibilities

• Leads and participates in complex contract negotiations and procurement for professional services.
• Provides guidance to peers and System offices on procurement and contracting issues.
• Interprets and applies State and University procurement regulations and rules.
• Handles procurement of complex projects and evaluates responses to major solicitations (RFP/IFBs).
• Acts as liaison with University Counsel, Risk Management, contractors, and management.
• Develops and delivers training on procurement and contracting topics.

Skills

Contract negotiations

Procurement guidance

RFP/IFBs evaluation

Training & presentations

Staff supervision

Vendors coordination

Regulatory compliance

Project management

Stakeholder communication

Education

Bachelor's degree in business administration

Two years professional experience

Tools

iBuy/Contracts+

MS Office

Jaggaer

Job description

Sys Purchasing & Sup Srvc

Hybrid

Sponsorship for Work authorization is not available for this position.

Leads and participates in special projects/initiatives representing University of Illinois System offices and serves as a subject matter expert and mentor for other procurement professionals. Oversees complex contract negotiations, prepares complex procurement solicitations (RFP/IFBs) and contracts, and develops and delivers training and presentations regarding procurement and contracting topics. May also supervise staff in a specific functional area.

Responsibilities

DUTIES AND RESPONSIBILITIES

Sourcing and Contract Coordinator Level:

Purchasing: (85%)

• Performs highly specialized contract negotiations and coordination for professional services.
• Provides purchasing guidance and consultation to peers and System offices regarding complex procurement and contractual issues. Interprets and administers State and University procurement regulations and rules.
• Handles the procurement of complex projects and leads the evaluation of responses to major solicitations (RFP/IFBs).
• Serves as a liaison with University Counsel, Risk Management, contractors, department/units, and executive management for contract negotiations, agreements, and procurement activities.
• Analyzes current purchasing trends for University System offices to identify needs for annual contracts and/or pricing agreements.
• Determines availability of group purchasing contracts/awards for use by System offices. Participates in cooperative bidding process as requested.
• Directs efforts, project plans, and staffing resources in special projects related to System Purchasing's goals and initiatives.
• May develop and deliver training and presentations on procurement and contracting topics to internal and external audiences.
• Assists the Senior Director of System Purchasing & Support Services with the Contract Administration of new or assigned Strategic Procurements.
• Assures that necessary rules and regulations are employed in the contract process, and necessary legal requirements are incorporated into all agreements.
• Communicates award information to University System offices.
• Serves as a University contact for vendors regarding procurement policies and procedures and obtains information regarding products, prices, and service proposals.
• Negotiates requests for change orders or amendments and prepares documents to implement contract revisions. Performs other duties and responsibilities appropriate for a Sourcing and Contract Coordinator.

Administration: (15%)

• Assists in the administrative functions of the office such as ship-to-address additions.
• Serves on University committees as needed and on behalf of the Senior Director of System Purchasing and Support Services.
• Performs other duties and responsibilities appropriate for a Senior Sourcing and Contract Coordinator.

Senior Sourcing and Contract Coordinator Level:

Purchasing: (85%)

• Leads and independently manages highly specialized and complex contract negotiations and coordination for professional services.
• Serves as a senior resource to procurement professionals and System offices in resolving complex or non-routine procurement and contractual issues. Independently analyzes and interprets State and University procurement regulations and rules, recommends appropriate courses of action, and provides guidance on matters requiring advanced judgment or interpretation. Leads the procurement of highly complex projects and leads the evaluation of responses to major solicitations (RFP/IFBs).
• Serves as a liaison with University Counsel, Risk Management, contractors, department/units, and executive management for contract negotiations, agreements, and procurement activities.
• Analyzes current purchasing trends for University System offices to identify strategic contracting opportunities, potential efficiencies, and needs for annual contracts and/or pricing agreements.
• Determines availability of group purchasing contracts/awards for use by System offices. Participates in cooperative bidding process as requested.
• Directs efforts, project plans, and staffing resources in special projects related to System Purchasing's goals and initiatives.
• Serves as a subject matter expert and mentor to procurement professionals, providing advanced guidance on contract administration, negotiations, solicitation development, and procurement practices. May lead the work of or supervise staff engaged in procurement activities.
• Develops and delivers advanced training, presentations, and guidance materials on procurement and contracting topics to internal and external audiences.
• Provides advanced support to the Senior Director of System Purchasing & Support Services with the Contract Administration of new or assigned Strategic Procurements.
• Assures that necessary rules and regulations are employed in the contract process, and necessary legal requirements are incorporated into all agreements.
• Communicates award information to University System offices.
• Serves as a University contact for vendors regarding procurement policies and procedures and obtains information regarding products, prices, and service proposals.
• Independently evaluates and negotiates complex requests for change orders or amendments and prepares documents to implement contract revisions.
• Performs other duties and responsibilities appropriate for a Senior Sourcing and Contract Coordinator.

Administration: (15%)

• Analyzes procurement and contracting information and prepares complex reports, correspondence, and documents as requested by senior management.
• Represents System Purchasing on University committees and cross-functional initiatives, providing procurement expertise and recommendations on behalf of the Senior Director of System Purchasing & Support Services as appropriate.
• Performs other duties and responsibilities appropriate for a Senior Sourcing and Contract Coordinator.

Qualifications

Sourcing and Contract Coordinator Level:

• Bachelor's degree in business administration, management, or a field related to the position.

• Two (2) years of professional business, financial, and/or managerial work experience. 3.
• (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Senior Sourcing and Contract Coordinator Level:

Specialty Factor:

• Bachelor's degree in business administration, management, or a field related to the position.

• *Four (4) years of professional business, financial, and/or managerial work experience.
• (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for two (2) years (24 months) of work experience.)

Preferred Qualifications

Preferred:

• Completion of professional certification, including Certified Professional Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), or similar designation.

• Experience with iBuy/Contracts+, an eProcurement/Contract management platform provided by Jaggaer.

Knowledge Skills And Abilities

• Considerable knowledge of contract development, negotiation principles and practices, legal aspects of contracts, and State laws and University procedures related to contracting and procurement, or similar complex rules and regulations.
• Significant knowledge and practical experience with contract specification writing.
• Demonstrated organizational and analytical skills with attention to detail.
• Ability to establish objectives, implement procedures, and develop methods to measure the effectiveness of results obtained.
• Knowledge about general office operations and procedures to effectively contribute toward the success of operations and services administered by the department and ensure the accuracy of information provided to offices/persons seeking assistance from this office.
• Knowledge of guidelines outlined in the following publications/resources: The General Rules Concerning University Organization and Procedure; University of Illinois Statutes; the Illinois Procurement Code (30 ILCS 500/); and relevant administrative rules.
• Familiarity with eProcurement and contract management platforms.
• Excellent keyboarding, grammar, and proofreading skills, with a strong emphasis on accuracy and applicable formats and criteria, to prepare and process correspondence, reports, and other documents that appropriately reflect University and department standards.
• Advanced computer skills using Microsoft Office suite (e.g., Word, Excel, PowerPoint...) as well as proficiency with an Internet browser (e.g., Microsoft Edge, Mozilla Firefox, Chrome, or comparable browser).
• Excellent verbal and written communication skills to effectively interact with University and departmental officials/staff.
• Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
• Proficiency with office equipment, including calculators, photocopiers, printers, and digital scanners.
• Ability to work independently and to exercise good judgment and discretion in the performance of all work assignments.
• Ability to multitask and prioritize work accordingly to meet deadlines while staying on task with daily assignments.
• Strong organizational skills to maintain electronic and paper filing systems containing confidential information and records related to departmental operations.
• Knowledge and respect for policies and procedures outlined for the University of Illinois System, Business and Financial Services, and the department.

APPOINTMENT INFORMATION

This is a 100% Full Time Civil Service Business/Administrative Associate position. The expected start date is as soon as possible.

Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $60,000.00 - 85,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Requisition ID

9001005

Job Category

Civil Service

Campus Location

Urbana

System HR Talent contact: Bree Smith at [e-mail] is available for further information on this specific search.

System Human Resource Services

[phone]

[e-mail]

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services, at 217-333-2600, or by emailing [e-mail] .