Assistant Director, Contracts & Procurement

University of Kansas, United States

Updated: over 2 years ago
Location: Lawrence, KANSAS
Deadline: The position may have been removed or expired!

19558BR

Office of Research


Position Overview

This position is in the Office of Research for the University. Primary responsibilities include: 1) Reviewing and negotiating complex contracts from federal, state, and private funding sources supporting sponsored activity for the KU Center for Research, Inc. (KUCR), working with KU General Counsel as needed; 2) Ensuring compliance with Uniform Guidance and KUCR procurement policies; 3) Processing requisitions for the acquisition of goods and services for University research.  This position also serves as a resource for the KU research community and sponsoring agencies on matters related to negotiation or acceptance of terms and conditions in grants and contracts.  This position will supervise the Purchasing Agent and the Administrative Assistant for Fiscal Affairs.


Job Description

35% Review, Negotiate and Administer Business Service Agreements/Contracts

  • Review, negotiate and process business contracts involving the procurement of services by KUCR from outside entities including, but not limited to, business service agreements, master service agreements and statements of work, hotel/event contracts, consultant contracts, license agreements, and lease agreements.
  • Coordinate with KU General Counsel for agreements/contracts involving non-standard terms and conditions, and other professionals as needed.
  • Follow through on changes and negotiations, documenting the process.
  • Oversee maintenance of searchable records of all contracts, agreements, statements of work, modifications and other related documents.
  • Participate in policy discussion with other Office of Research departments to coordinate the handling of the various types of contracts managed by the Office of Research.
  • Represent KUCR in the design and implementation of systems at the University of Kansas for the execution and administration of contracts.
  • Serve as primary resource for faculty, staff and external organizations regarding business agreement/contract policies and procedures.
  • Review compliance with federal (Uniform Guidance), state and university policies and procedures in the execution of agreements/contracts.

    • 15% Negotiate Fee for Service and Equipment Use Agreements

  • Provide timely assistance with the review and negotiate of fee for service and equipment use agreements/contracts including verification of approved rates for services provided and/or requirement of itemized budget, deliverables, and appropriate F&A assessment.
  • Determine necessary review by General Counsel for contracts involving non-standard terms and conditions.

    • 10% Negotiate Research Consortium and Confidentiality Agreements

  • Provide timely assistance with the review and negotiation of Research Consortium and Confidentiality Agreement, including verifying export control/ITAR status of parties as well as verifying tax status of international parties.
  • Maintain and update templates for both consortium and confidentiality agreement, review with KU General Counsel any changes
  • Determine whether review is necessary by KU General Counsel for contracts involving non-standard terms and conditions.

    • 10% Develop and Update Purchasing Policies and Procedures

  • Assist the Director of Budgets & Financial Services in developing and updating purchasing policies and procedures for KUCR, including adherence to Uniform Guidance.
  • Be the point-of-contact for all research procurement-related questions.
  • Educate users on KUCR’s procurement and contracting process through RA 101 presentations and other venues.

    • 20% Manage the Subcontract PO/Invoice Payment Process

  • Supervise the Purchasing Agent who is responsible for, among other duties:
    • The administration and coordination of the subcontract process to insure timely payment within Uniform Guidance.  This includes PO issuance, invoicing work flow and closing of the PO.
    • Provide assistance to researchers and KU research staff to purchase research equipment of supplies through the P2P system.
    • Ensure proper documentation for all non-subcontract POs and invoices in accordance with Uniform Guidance, including quotes, bids and sole source documentation as applicable.
    • Problem-solve payment processing issues by working with Post Award, PIs and Vendors as necessary.
  • Back up the Purchasing Agent as necessary to ensure timely payment of invoices.

    • 5% Risk Management

  • Oversee risk management regarding financial and contractual needs
  • Coordinate with the Office of Risk Management as needed to resolve questions, review coverage limits, obtain insurance certificates and follow up on other insurance requirements.
  • Assist with claims, insurance applications, audits and administrative reports.
  • Represent KUCR in the negotiations of current and future insurance requirements for research operations.

    • 5% Other Administrative Tasks

  • After implementation, maintain the Oracle contracts module
  • Coordinate license plate renewals for KUCR vehicles
  • Special projects, as assigned

    • Position Requirements

    This position may be hybrid (combination of on-site work and remote work) or fully remote and will be determined at time of hire by supervisor and department. 


    Required Qualifications

  • Bachelor’s degree in Business Administration or related field with 3 years of contract and procurement related experience.
  • Minimum of three years in Microsoft Excel and Word.
  • Experience supervising staff.
  • Attention to detail and accuracy as demonstrated in application materials. 
  • Excellent written communication skills demonstrated in application materials.
  • Work history that demonstrates the ability to work well in a group setting as well as the ability to work independently.
  • Experience working in a culturally diverse workplace.
  • Experience in customer service. 

    • Preferred Qualifications

  • Juris Doctorate degree with 3 years’ experience.
  • Familiarity with OMB Uniform Guidance.
  • Management, supervisor and/or project team leadership
  • Procurement and administration.
  • Experience with Oracle Financials.
  • Experience working in a university or research environment.
  • Experience in grant accounting and administration.

    • Contact Information to Applicants

    Michael J. Heaton
    Director, Budgets & Financial Services
    [email protected]


    Additional Candidate Instruction

    A complete application consists of:

  • A cover letter addressing how required qualifications are met.
  • Resume
  • 3 Professional References
    • Incomplete applications will not be considered. Application review begins July 25th and continues until a qualified pool of applicants is identified. 

    Advertised Salary Range

    $70,000 to $89,000


    Application Review Begins

    26-Jul-2021


    Anticipated Start Date

    30-Aug-2021


    Primary Campus

    University of Kansas Lawrence Campus


    FLSA Status

    Administrative


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Standard Hours M-F, 8-5


    Job Family

    Administrative/Management-KUL


    Conditions of Employment

    Contingent on Funding


    Work Location Assignment

    Hybrid


    Disclaimer

    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).


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