Director of Contract Policy and Compliance

4 weeks ago

Colonial Heights, United States Virginia State University Full time

30000295
On Site
Chesterfield, Virginia, Virginia, United States
Colonial Heights, Virginia, Virginia, United States, 23834
Petersburg, Virginia, Virginia, United States
Vice President of Finance and Administration
Faculty (Salaried)

**Title**: Director of Contract Policy and Compliance

**Employee Classification**:
**Hiring Range**: Commensurate with Education and Experience

**Agency**: Virginia State University

**Location**: Virginia State University

**Division**: Vice President of Finance and Administration

**Academic Unit**:
**Department**:
Job Summary/Basic Functions

Responsible for the establishment of effective policies and procedures for the University that support the administrative and compliance needs of the University. Support faculty, staff and administrators in the proper execution and contracts and other documents which obligate the University. Acts under direction of, and on behalf of, the Vice President for Finance and Administration. To recommend administrative policies and procedures relative to contracting. To ensure compliance with Commonwealth of Virginia management standards and state and federal regulations. Review MOU’s and contracts. Demonstrate ability to think strategically.
- Ensure compliance with local, state and federal rules and regulations.
- Review contracts, NDAs, MOUs and other documents for approval by the Vice President

for Finance and Administration
- Ensure contract management activities are current.
- Develop and maintain a process for university departments to have contracts approved.
- Create policies and procedures for the review of contracts, MOUs and NDAs for university

departments.
- Develop a process and procedures for reviewing and approving contracts from university

departments.
- Assist university departments in the development and review of policies and procedures
- Works with faculty, staff and administrators on processing and approving contracts in a

timely manner.
- Act as a liaison between internal departments and external parties to effectively

communicate and understand contractual obligations.
- Meets with departments frequently to determine their needs and plan for the timely

execution of contracts.
- Frequently communicates with Compliance, Procurement, and Legal.
- Work with the President and senior administrators on planning for the execution of time
- sensitive and complex contracts which might need additional attention.
- Work with University departments who rely heavily on contracts such as but not limited to

Sponsored Programs and Research, College of Agriculture (Agency 234), and College of
Education, to have contracts processed in a timely manner.
- Is accessible to the President and other Senior Leaders.
- Ensure the timely submission of ARMICS documents.
- Ensure departments document their processes and test them in accordance with state

policy.
- Documentation and testing is delegated down to the lowest level.
- Notify the VP for Finance and Administration of non-compliant areas.

**Contract Negotiation and Support**:

- Negotiates contract terms and conditions with vendor’s senior management, Director of

Procurement and other University officials.
- Provides contract guidance and support to university departments and the Office of

Procurement staff.
- Assists Procurement staff with negotiating contract terms and conditions, proposed

changes and/or drafting acceptable alternate language, including coordination with
management and under the supervision of University Legal Counsel.
- Assists departments with evaluating and preparing draft responses to contract disputes

consistent with the Commonwealth of Virginia’s laws and policies.
- Assists in the preparation and delivery of training related to contracting standards and

templates. Monitors contract-related web content and drafts updates and coordinates
changes with supervisor and webmaster.

**Contract Clause and Template Management**:

- Draft, review, and manage a variety of contracts, including vendor agreements,

partnerships agreement and any other agreements that contains terms and conditions.
- Manages the department’s or University database of standard contract clauses,

provisions, and templates.
- Develop, drafts, reviews, and updates clauses and templates consistent with the law,

established standards, and guidelines, including coordination with supervisor and under
the supervision of University Legal Counsel.
- Creates and publishes approved clauses and templates.
- Tracks and evaluates exceptions approved regarding standard & special terms and

conditions for future potential use.

Minimum Qualifications

**Additional Considerations**:

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