Contract Specialist I

The Contracts Specialist supports the Contract Administrator in the administration, monitoring, documentation, and coordination of the College’s contracts and agreements. The position assists with contract lifecycle activities, maintains accurate contract records, tracks key dates and vendor obligations, coordinates with internal stakeholders, and supports compliance with College procedures, North Carolina procurement requirements, and established contract management practices.To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  

*Supports the Contract Administrator with contract lifecycle activities, including contract intake, routing, execution, performance monitoring, renewals, amendments, closeout, and records management for goods, services, and IT agreements.

*Reviews contract files and supporting documentation for completeness, accuracy, required approvals, and compliance with applicable College procedures and North Carolina procurement requirements; escalates exceptions or concerns to the Contract Administrator.

*Coordinates contract reviews with departments and other stakeholders, tracks requested revisions and approvals, prepares supporting documentation, and assists the Contract Administrator with communications related to contractual terms, risks, and required actions.

*Assists with contract renewals and extensions, required justifications, and other supporting documentation. Prepares renewal, amendment, addendum, termination, and closeout documents for review and approval.

*Monitors key contract requirements and milestones, including expiration and renewal dates, pricing, deliverables, performance measures, insurance or certification requirements, and other obligations. Follows up with stakeholders and vendors and reports potential issues to the Contract Administrator.

*Maintains the contract repository and administration files, enters and updates contract data, establishes reminders and notifications, and supports accurate records in accordance with applicable retention and Purchasing and Contract standards.

Prepares routine contract status reports, tracking logs, spending summaries, and other reports to support contract oversight, planning, and management decisions.

Coordinates logistics and documentation for post-award kickoff meetings and contract review meetings, including agendas, action items, performance metrics, deliverables, and follow-up activities.

Provides responsive customer service to College departments and vendors and performs other job-related duties as assigned in support of the College’s goals and core values.

Knowledge, Skills & Abilities:

Working knowledge of contract administration and contract lifecycle management principles

Working knowledge of procurement policies, procedures, and applicable rules and regulations; knowledge of North Carolina public procurement requirements is preferred

Strong organizational, time-management, follow-up, and multitasking skills with attention to detail

Effective verbal and written communication and customer service skills

Ability to create, review, and edit business documents with a high degree of accuracy using proper grammar, punctuation, and spelling

Ability to review pricing, spending, and other basic quantitative information related to contracts and purchasing

Proficiency with e-procurement or contract management systems and Microsoft Word, Excel, PowerPoint, Outlook, and related office technology

Ability to prepare reports, maintain accurate records, track deadlines, and manage multiple assignments

Ability to interpret and follow policies, procedures, contract terms, and written instructions and to identify matters requiring escalation

Ability to establish and maintain effective working relationships with internal stakeholders, vendors, and other business partners

Ability to handle confidential and sensitive information with professionalism and sound judgment

Requirements:

Associates degree in business administration, procurement, supply chain, public administration, finance, legal studies, or a related field

Two years of related experience in contracts, procurement, purchasing, business services, legal administration, or a related area

Or an equivalent combination of education and experience

Preferences:

Experience supporting contract administration or procurement in a public-sector, higher education, or similarly regulated environment

Experience using e-procurement, contract lifecycle management, or document management systems

Contract management or procurement-related training or certification