General Information
| Job Description | CONTRACT ADM 4 | Working Title | Business Contracts Administrator |
|---|---|---|---|
| Job Code | 000345 | Grade | 24 |
| Department Name | Business Agreements - D01111 | Department Head | |
| Supervisor | Effective Date | 01/17/2017 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
Custom Scope
| Uses advanced contract administration skills to draft and issue highly complex or customized contracts. Provides consultation, advice on drafting complex contracts and assistance in the interpretation of contract language, which may include consultation with General Counsel, and guidance from University policies and procedures. |
Department Custom Scope
| Demonstrates the ability to independently perform the duties related to the comprehensive reviewing, drafting, and negotiating of moderately complex contracts. The includes partnering with campus clients and subject matter experts, such as Risk Services, to review/negotiate contracting provisions, and to ensure compliance with university policies as well as applicable laws. The incumbent will demonstrate good judgement in selecting methods and techniques for achieving solutions beneficial to the University and safeguarding its interests. The incumbent provides administrative contract expertise to campus departments and research units for unique sales and service agreements/contracts in analyzing, structuring, drafting, negotiating and preparing agreements for execution related to approved University programs and activities to ensure compliance with the Bylaws and Standing Orders of the Regents and other University policies. This position represents the University's interests to state and federal agencies, educational institutions, and other outside agencies concerning terms and conditions of sales and service business agreements/contracts. Establishes and improves communication channels with departments and research units to achieve continuity and efficiency in the execution of business agreements/contracts. Identifies potential problems and provides alternative solutions in the structuring of the business agreement/contract to ensure appropriate cash blow and avoid unnecessary costs should a dispute arise in the course of the contractual relationship. This position ensures the document developed is the best enforceable dispute resolution plan which has incorporated the University's choice of dispute resolution forums and procedures should a dispute occur. This position is the primary resource for sales and service business agreements/contracts and is responsible for a variety of agreement types which include but are not limited to the following: Facility Use Agreements (less than one year); Marketing Agreements; Entertainment Contracts; Entry Permits; Radio Broadcasting Agreements; Equipment Loan Agreements; Test Service Agreements; Vehicle Loan Agreements; Inter-agency Agreements; Performance Agreements; Vendor Agreements; and other types of sales and service business agreements/contracts. This position is responsible for promoting compliance with University policies and procedures and state and/or federal regulations and provides advice to faculty and staff regarding University policies and procedures and other information as it relates to their business contract activities. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree in business, contracts management, or law. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Prepares and executes highly complex contract documents.
|
20 |
Prepares and issues appropriate agreement to contractor.
|
15 |
Counsels departments in the execution of highly complex, specialized agreements and provides appropriate business, policy and legal review.
|
20 |
| Investigates, qualifies and selects contractor sources, and recommends additional bidders to ensure competition. | 5 |
Consults with relevant staff to draft appropriate master consulting agreements as required.
|
10 |
| Determines appropriate insurance coverage and ensures that contractors have required coverage, documented through correctly completed insurance certificates. | 5 |
| As required, coordinates and ensures the execution of the agreement for the Regents. | 5 |
| Drafts complex or highly specialized exceptions to agreement terms and conditions as required by organization guidelines, rules, regulations, et cetera. | 5 |
| Employs effective analytical practices and data management methods. Reviews contracting trends and makes recommendations to campus clients on establishing contracts to reduce repetitive transactions and minimize administrative processing costs. Provides analysis for complex contracting projects. Maintain agreement templates, document library of pre-approved exceptions, explanations, policy. Manages data in contracting database and runs reports for analysis. | 10 |
| Participates in staff development that enables the staff member to stretch and grow; includes work on committees and assignments, formal and informal coaching and mentoring, regular training and conference attendance. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced knowledge of contracting principles and practices, methods and procedures used in competitive procurement, including value analysis, and source selection techniques. | Required |
| Advanced knowledge of contract law, the California Public Contract Code and an advanced understanding of University's Business and Finance Bulletins and other relevant rules, guidelines, policies and practices. | Required |
| Advanced knowledge and understanding of specific contracting assignments. | Required |
| Advanced written, verbal and interpersonal communications; advanced ability to deal with broad and diverse constituencies with advanced customer service orientation and skills. | Required |
| Advanced organizational, presentation and negotiation skills. | Required |
| Advanced listening, political acumen skills and problem recognition, avoidance and resolution skills. | Required |
| Advanced knowledge of the organization, including its infrastructure, goals, mission, rules, policies, guidelines, et cetera. | Required |
| Advanced knowledge of intellectual property law. | Preferred |
| Familiarity with microcomputers and skill in using Microsoft products (Word, Excel, Outlook), and the Internet. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occassional travel for university business. | Required |
Other Special Requirements & Conditions
|
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Level of Supervision Received
| Direction |
Environment
Working Environment
| UC Intellicenter |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |