Program Assistant

2 weeks ago

Chicago, United States University of Illinois Full time

**Program Assistant (Solicitation and Contract Specialist)**

**Hiring Department**: OVCAS

**Location**: Chicago, IL USA

**Requisition ID**: 1023514

**Posting Close Date**: 6/26/2024

**About the University of Illinois Chicago**

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

**Description**:
The University of Illinois Chicago, Office of the Vice Chancellor for Administrative Services is seeking to fill a Program Assistant (Solicitation and Contract Specialist) position. Reporting to the Assistant Director of Procurement Compliance, the Program Assistant (Solicitation and Contract Specialist) supports the purchasing and writing functions of the Office of the Vice Chancellor for Administrative Services (OVCAS) by developing solicitation requests, coordinating review of the solicitation, organizing related solicitation files, and coordinating an ongoing review of active and awarded solicitations and contracts. Additionally supports awarded solicitations and executed contracts for all OVCAS units, including Facilities Management, University Police, Campus Parking, Environmental Health and Safety, Planning, Sustainability and Project Management, Office of Preparedness Response, and OVCAS Administration. Responsible for reviewing any such procurements, maintaining renewal and/or re-solicitation records, and scheduling activities to ensure OVCAS remains in compliance with regulatory requirements and university policies.

Duties & Responsibilities
- Develop solicitation requests for OVCAS Administration and subordinate units. Request additional information/documentation from units as needed, and initiate follow-up action to ensure requests are completed in a timely manner. Coordinate review of finalized solicitation and contract requests with Assistant Director of Procurement Compliance.
- Organize and maintain solicitations, contract renewals, re-solicitation records, and other purchase requests for OVCAS and its subordinate units.
- Coordinate an ongoing review of active and awarded solicitations and contracts. Identify strengths and deficiencies to inform renewal and/or re-solicitation efforts
- Prepare documentation and correspondence relating to solicitations, contracts, and other purchasing matters that provide accurate information to OVCAS subordinate units in a timely manner (e.g., issue dates of purchase orders, bid opening dates, information required, and other purchasing and contract related activities).
- Advise Assistant Director of Procurement Compliance of ongoing solicitations, renewal cycles, and other related efforts. Maintain an ongoing schedule of procurement efforts.
- Serve as a liaison to UIC Purchasing and Contract Management and University Payables
- Collect information and process requests relating to cooperative purchase agreement or other existing contracts/awards.
- Other duties as assigned.

**Qualifications**:
**Minimum Qualifications Required**:

- Bachelor’s degree.
- Experience writing solicitations and managing contracts in a public sector environment.

**Preferred Qualifications**:
Two (2) years of experience in higher education.
Two (2) years of experience tracking, organizing, and maintaining project files.
Two (2) years of experience in purchasing, public sector preferred
Working knowledge of the procurement solicitation process
Proficient in Microsoft Office 365
- 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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify._
- The university provides accommodations to applicants a

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