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Procurement and Contract Oversight Professional

2 months ago

Edmond, Oklahoma, United States University of Central Oklahoma Full time
Job Summary

We are seeking a highly skilled Contract Management Specialist to join our team at the University of Central Oklahoma. This is a critical role that requires a strong understanding of contract management principles and practices.

Key Responsibilities
  • Represent the University in ensuring that contract terms and conditions are upheld and fulfilled as written.
  • Direct and coordinate activities of personnel engaged in buying, selling, and distributing materials, equipment, machinery, supplies, and services.
  • Locate vendors of materials, equipment, or supplies, and determine product availability and terms of sales.
  • Develop and implement purchasing and contract management instructions, policies, and procedures.
  • Maintain records of goods ordered and received.
  • Participate in the development of specifications for equipment, products, or substitute materials.
  • Analyze market and delivery systems to assess present and future material availability.
  • Resolve vendor or contractor grievances and claims against suppliers.
Department Specific Essential Job Functions
  • Ensure quality control, frequency of tasks, and inspection of all facilities shall be under the same criteria as the special requirements of the contract documents.
  • Responsible for daily inspections of campus facilities to ensure custodial contractor is meeting terms of the contract and specifications.
  • Actively solicit and otherwise learn of customer complaints or shortfalls in service.
  • Investigate and document all complaints and shortfalls and convey issues to contractor in seeking corrective actions.
  • Respond to campus customers making the complaint and follow up to ensure issues have been resolved in a timely manner and to customers' satisfaction.
  • Make sure contractors respond to all appropriate emergencies in a timely manner using proper documentation and random site inspections and documents any shortcomings.
  • Oversee contractors' supplies/equipment meet University standards and are adequately stocked in custodial closets convenient to the source of their use and are provided to employees to do their tasks in a complete and professional manner, according to the contract specifications.
  • Provide oversight to monitor and ensure contractors are obtaining employment background checks for all employees.
  • Reviews contractors' training schedule and compliance with all safety codes and regulations to include OSHA, ODOL and state/federal codes and regulations.
  • Ensures all contractors are operating in a safe manner as outlined in their contract to include driving on campus, usage of PPE, etc.
  • Administers contractors' annual performance evaluations according to the contract specifications to recommend renewal extensions.
  • Reviews, recommends, and assists customers with changes or additions to the vendor contract that are above and beyond the existing specification.
  • Works with customers and Director of Facilities Administration for approval and to determine funding sources and ensure that a purchase order or an addendum to the contract is in place prior to work being scheduled or performed.
  • Coordinates with Physical Plant all building repairs reported by the contractor and/or found during routine inspections.
  • Observes contract employees to ensure professional behavior while completing tasks according to contract specifications and documents any shortcomings.
  • Monitors contractors' functions to ascertain proper building security procedures are practiced by contractors and their employees.
  • Available to help with a facility's emergency.
  • Further, a pre-arranged shift change may be implemented for predictable emergencies like inclement weather.
  • Observes, communicates, compiles with, and enforces Occupational Safety and Health Act (OSHA) provisions.
  • Be available to support special events and activities outside the normal work shift.
Qualifications/Experience Required
  • Requires equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts.
  • Requires the application of expertise in a chosen field to achieve results.
  • 3+ years of experience with leading planning, including program development and innovation, program prioritization, and assessment.
Must Have
  • A valid driver's license, clean driving record, and be able to operate a typical motor vehicle.
Preferred Qualifications
  • Three years of experience in contract oversight or management.
Knowledge/Skills/Abilities
  • Excellent oral and written communication and public relations skills.
  • Working knowledge of personal computers.
  • Knowledge of use and disposal of chemicals common to the trade in manner which protects oneself, others in work area, and the environment.
  • Willing to attend seminars, etc., to upgrade skills and/or obtain required training to retain certification relative to trade.
Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.