Job Abstract

Reporting to the Associate Director of Budget and Operations, the Contracts Coordinator will work within the Division of Strategic Enrollment Management (SEM) and Rowan Global Learning & Partnerships to ensure the continued success of operational objectives by organizing, processing, and monitoring the divisions’ MOUs and contracted services.

This position is responsible for providing uniform, consistent contract administration by processing contracts through the Procurement workflow, which can include vendor onboarding, coordination with IRT Vendor Management, submission of IRT ITAP review, coordination with the Contracts office, submission of invoices to Accounts Payable, and acting as a liaison with vendors, internal divisions, and/or SEM and Global offices. The ideal candidate will possess valuable critical thinking skills to successfully navigate multi-workflow processes, exhibit exceptional organizational abilities, and demonstrate high-quality customer service skills as the divisions’ SME (subject matter expert).

Duties and Responsibilities:

• Coordinates, reviews, tracks, and processes various aspects of contracted services and MOU agreements for the divisions of SEM and Rowan Global.
• Submits requests to Procurement and IRT through their respective portals; submits requisitions to Banner.
• Performs routine follow up with other divisional areas, such as Procurement and IRT, to efficiently track contracts in all phases of process workflow.
• Monitors open encumbrances, purchase order balances, requisitions, and processed and/or pending invoices.
• Assists in tracking divisional obligations and requests against university set thresholds (BOT Resolutions, compliance, contracted or budgeted NTE limits, etc.).
• Issues contract amendments and change orders, when necessary.
• Monitors contract expiration dates, renewal dates, and purchase order reissue dates.

• May participate in the development of service changes, contract changes, audits and other operational matters related to contracted services and MOUs.
• Maintain an organized system of digital records.
• Serves as a technical resource and assists or advises internal staff, vendors, and/or other representatives regarding requests for information and/or inquiries.

• Assists the Assoc. Director in ad hoc reporting: costs and/or open encumbrances by FOAPAL, vendor, type of expense, etc.
• Maintenance of repository and catalog of various thresholds used for internal tracking and reporting.
• Assisting in maintenance of Tableau divisional dashboards and contract management application.

• Assists the Assoc. Director with monthly and fiscal year cost projections via payment schedules or other tracking mechanisms.
• Assisting in projections, forecasting, or FY budget proposal for contracted services
• Assist the Assoc. Director in developing and recommending reporting systems for monitoring contract and MOU statuses.

• Performs other related duties as may be assigned.

Required Qualifications:

• Excellent organizational, analytical, and communication skills.
• Keen attention to detail.
• Ability to work with varying seniority levels, including staff, managers, and external partners.
• Proficiency in MS Office/MS Excel.
• Ability to work both independently and as part of a team.
• Ability to successfully prioritize and facilitate several process workflows and deadlines, while building collaborative relationships.

Desired Qualifications:

• Previous experience in coordination of contract processing or contract management.
• Previous experience in a higher education setting.
• Knowledge of contract management and team collaboration systems, applications, and reporting tools; familiarity with Banner, Google Workspace, Teams, Tableau, and/or SharePoint.
  
  

Notes:

• This temporary, part-time position is assigned no more than twenty-five (25) hours per week, is not to exceed 944 hours per fiscal year and is contingent upon budget.
• Rowan University is an Equal Opportunity Employer and values diverse people and abilities. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this position.

• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.
• Only completed online applications submitted on or before the posted deadline will be considered.