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SENIOR CONTRACT SPECIALIST

Employer
HOWARD UNIVERSITY
Location
Washington D.C.
Salary
Up to 75K
Posted Date
Aug 9, 2022

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Position Type
Administrative, Business & Administrative Affairs, Grants & Contracts
Employment Level
Administrative
Employment Type
Full Time
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The position has primary responsibility for the operational procedure and process associated with contractual arrangements/agreements for goods and services procured by the University.   Also responsible for pre-award and post-award functions for various supply, service, and construction contracts for several activities within an organizational component or in a geographical area. The employee is responsible for contracts requiring special handling provisions or other specialized terms and conditions. Some warranties cover more than one year. Typical requirements include technical equipment, supplies, construction, and services ranging from standard items complicated by urgent delivery requirements or security classification to complex or sophisticated requirements. Examples include equipment or services needed to support a research and development activity; ADP equipment, software and related services; conversion of installation functions from in-house to contract operations; negotiated contracts with disadvantaged business firms; contracts for Principal Investigators and other specialized services and equipment for Research or a Hospital; construction projects related to new buildings, roads, docks, and others which consist of standard design and specifications; negotiation of contract modifications and change orders caused by inadequate existing drawings, defective specifications, or changed site conditions; alteration and repair projects such as those requiring the demolition and removal of existing walls and windows, relocation of heating and air conditioning systems, and modification of primary lighting and communication channels; contracts for design and/or engineering services, other technical services, and technical equipment and supplies; or contracts for acquisition and installation of building equipment systems.  

 

PRINCIPAL

ACCOUNTABILITIES:              Prepares documentation and a legal draft of contracts/agreements, ensuring contract/agreement requirements are met, and works directly with Compliance Office and Office of General Counsel (OGC) to ensure contract/agreement language and conditions are appropriate and comply with Howard University and Hospital policies and procedures, and federal and state laws, to resolve compliance issues

 

 

 

Maintains confidentiality and protects sensitive data at all times, including patient & student and proprietary information.

 

Coordinates work with various departments and serve as a liaison between HU and vendors to oversee the intake, review, and finalization of all contracts that bind the University.

 

Maintain University Contracts and systems to ensure timely renegotiation and consistency of language/terms to provide maximum legal coverage.

 

Examines operational scope of contracts, working collaboratively with user departments to ensure compliance.

 

Serves as a consultant and educator to management and administrative staff relating to contract/agreement compliance requirements and issues.

 

Review and analyze contracts not requiring legal review and identify language issues and concerns.

 

Guides technical personnel involved in developing the statement of work or data requirements. Formulates the contracting approach to be taken that will best satisfy the requirement.

 

 

In formally advertised procurements, insures ensures bid schedule is structured correctly, prepares the solicitation, determines sources to be solicited, conducts pre-bid conferences, processes protests, determines the responsiveness of bids, and determines the responsibility of the apparent low bidder based on an analysis of financial and technical information gained during the pre-award survey, and awards or recommends award of the contract.

 

The employee plans the procurement action with technical, legal, and contract pricing personnel in negotiated procurements. Guides the development of the statement of work and data requirements, determines the type of contract best suited to the need and develops special clauses and terms and conditions applicable to the solicitation. Determines the sources to be solicited, prepares useful determinations and findings, conducts preproposal conferences, receives and evaluates proposals in conjunction with price/cost analysts or other technical personnel, determines the competitive range in negotiations with one or more offerors, prepares award documents and makes a presentation to a contract board of awards or source selection authority when appropriate. Responds to inquiries, including formal protests and congressional investigations.

 

Monitors contractor performance concerning the completion schedule required by the contract, ensuring timely submission of technical progress reports, making periodic visits to the contractor's facility or work site, detecting and correcting labor standards violations, taking appropriate action to expedite delivery or performance when required by mission changes, monitoring the contractor's use of University-furnished property inventories, and issuing change orders occasioned by changes in mission requirements, defective specifications, changed site conditions, or changes in University-furnished property. Negotiates settlements for such changes, approves contract payments, assesses liquidated or actual damages for nonperformance, issues show cause or cure notices, terminates contracts for default or convenience and negotiates settlements, prepares replies to other involved agencies, appeals boards, or congressional inquiries.

 

Coordinates review of issues lists with management staff. Negotiate all required language changes and review final documents to ensure all changes are appropriately made. Prepare correspondence necessary to accomplish the finalization of contracts being processed.

 

Create contract files, negotiate changes, coordinate full and final execution of all contract documents, maintain a Master Contract Filing system, administration, and maintenance of the Contract Management Database, to include; monitoring, follow-up, and resolution of all renewal notifications; scan and add all finalized contracts, amendments and insurance certificates to the database.

 

Monitors Contracts Administration e-mail and respond to customer inquiries in a professional, courteous and prompt manner no later than one business day after receipt of the question.

 

 

 

Maintains the highest degree of confidentiality concerning the information relating to business transactions and HU employees, patients, guests, physicians, co-workers, and vendors.

 

 

 

Assists in the preparation of training manuals and training documentation for on-going

 

Contracts training, ensuring that manuals are updated appropriately with the newest.

 

A version of procedures.

 

 

 

Assists with training faculty, staff, and students on legal issues in grants and contracts administration.

 

 

Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics, and the Health Sciences Standards of Conduct.

 

 

Attends annual and periodic mandatory Compliance Program training, including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.

 

Participates in activities that promote adherence to federal healthcare program requirements.

 

 

 

Actively participates in Health Sciences Compliance Program activities.

 

Adheres to the requirements of the HIPAA Privacy Policies and Procedures.

 

Maintains confidentiality of patients, families, faculty, students, and staff.

 

Performs other job-related duties within the assigned timeframes assigned by Director.

 

 

 

CORE COMPETENCIES:

 

 

 

Sensitive to the interrelationship of both people and functions within the department.

 

 

 

Ability to apply strict confidentiality regarding budget issues.

 

 

 

Strong team building and interpersonal skills

 

 

 

Vital project and relationship management skills

 

 

 

Ability to establish and maintain compelling and harmonious working relations with staff, University officials, and the general public

 

 

 

Good communication skills

 

 

 

Customer service orientation

 

 

 

Must be able to read and interpret the underlying purpose of contractual agreements, including the concepts of offer and acceptance and bargained-for transaction.

 

Knowledge of the healthcare industry and University purchasing practices, procedures, and techniques are also desirable.

 

Must be comfortable communicating instructions and process information to customers of all levels within the organization, including executive leaders.

 

Comprehensive knowledge of Government Contracting and related laws, regulations, and guidelines such as FARS.

 

 

 

Comprehensive knowledge of the terminology related to the sponsored research agreements.

 

 

 

Comprehensive knowledge of primary contracting phases such as pre-award award and post-award.

 

 

Comprehensive knowledge of principles, practices, and methodologies of accounting, including grant administration and budget policies and procedures

 

 

 

Knowledge of computer skills: spreadsheet, database, word processing, and presentation software as well as other standard office equipment. Ability to use technology – contract management software and a legal suite of office software applications

 

 

Ability to organize information, generate reports and maintain data regarding contracts and contract process requests in a database.

 

Comprehensive knowledge of primary contracting phases such as pre-award award and post-award.

 

 

 

Comprehensive knowledge of principles, practices, and methodologies of accounting, including grant administration and budget policies and procedures

 

 

 

 

 

 

 

 

 

 

 

 

MINIMUM

 

REQUIREMENTS:

 

Bachelor’s degree in Business Administration or a related field of study

 

 

 

5 to 10 years experience in an academic, healthcare environment or an equivalent combination of relevant experience and training.

 

 

 

Experience with ERP systems (PeopleSoft, Lawson, Oracle, Ariba, PASS, etc.) and Contract Management systems is a must.

 

 

 

Experienced with the Federal Acquisition Regulations (FAR/DFAR), a plus

 

 

 

Possession of a Certified Professional Contracts Manager (CPCM), Certified Federal Contracts Manager (CFCM), a Certified Research Administrator, or Certified Professional in Supply Management (CPSM) certification is preferred.

 

 

 

 

 

Note: This position description should not be construed to imply that these requirements are the position's exclusive standards. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not construed as a contract for employment.

 

 

 

                                                 

 

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