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Contract and Compliance Manager

Apply now Job no: 531471
Work type: Officer of Administration
Location: Eugene, OR
Categories: Accounting/Finance, Business Administration/Management, Communications/Public Relations/Marketing, Journalism/Communication, Research/Scientific/Grants

Department: University Advancement
Appointment Type and Duration: Regular, Ongoing
Salary: $63,000 - $74,000 per year
Compensation Band: OS-OA07-Fiscal Year 2022-2023
FTE: 1.0

Application Review Begins

April 1, 2023, position open until filled

Special Instructions to Applicants

Please submit the following with your online application:
A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
A resume of your educational and professional work experience.

Please Note: We may contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.

Department Summary

University Advancement (UA) supports the University of Oregon’s (UO) mission of providing exceptional teaching, discovery, and service by strategically positioning the university to create awareness, build long-term relationships, and secure resources that increase understanding and further its aims. The division consists of approximately 200 employees primarily working out of Eugene, with offices in Portland and Bend. We are committed to fostering equity and inclusion in a welcoming, safe, and respectful environment that recognizes the value of all members of our community.

The department of University Communications (UC) is charged with telling the University of Oregon’s (UO) stories to a broad range of audiences and positioning the university to succeed and thrive. The department utilizes and manages a comprehensive suite of communications tools, including public relations, branding, advertising, licensing, digital media, and more for the benefit of the university.

Operations and Administrative Services (OAS) is a sophisticated shared services unit that provides essential services to promote the university’s priorities and operate within a framework of efficient business practices. All OAS professionals serve in partnership with the complex divisions of University Advancement (UA) and University Communications (UC). Additionally, services are provided to the UO Board of Trustees, the University of Oregon Alumni Association’s (UOAA) Board of Directors, and other boards and volunteer bodies.

Position Summary

The Contract and Compliance Manager (manager) is responsible for the oversight of day-to-day operational correspondence for contracts, purchasing, and procurements, and serves as the primary contact for contracts for the UO, UOF, and UOAA. The manager reports to the Director of Finance and Business Administration (director) and works closely with the UO purchasing and contracting services centralized offices, UO Risk Management, and two separate 50c3s, the University of Oregon Foundation (UOF) and the University of Oregon Alumni Association (UOAA).

This position evaluates new and existing contracts, proposed amendments, addendums, exhibits, and the reallocation of resources based on changing priorities. The manager works as needed in coordination with both the university and UOF to ensure compliance with established entity partner agreements. The manager ensures vendors are set up correctly with each institution and associated payments are paid with appropriate funds across UO, UOF, and UOAA.

This position has the authority to sign legal instruments with third parties that legally bind the university, up to a maximum limit of $25,000.

The manager serves as a backup records steward to the director, serves on the university records steward policy and procedures group, and in coordination with the director and Office of Records, manages any OAS internal collection of information and/or documents for any related public records requests. All financial, personnel, and operational decisions made by this position must meet generally accepted accounting principles, UO policies and guidelines, and state and federal regulations.

This position is located in Eugene and is eligible to work a hybrid or mostly remote schedule. This position will be required to work in person up to 4 days per month.

Minimum Requirements

• Five years of relevant and responsible contracting and/or project or program management experience in a complex organization.
• Two years of supervisory experience OR five years of lead staff experience.
• Three years of experience adhering to and following a records and retention schedule.

Professional Competencies

• Strong organizational, multi-tasking, and customer service skills.
• Strong communication skills.
• Demonstrated knowledge of procurement regulations, contract documents, vendor management, and legal concepts.
• Ability to meet deadlines, anticipate needs, manage and prioritize multiple tasks or projects, follow through, and work independently without supervision, while handling frequent interruptions and shifting priorities.
• Demonstrated experience with computerized financial management systems and spreadsheet applications.
• Advanced proficiency in accounting concepts, contracting, and procurement policies and laws.
• Demonstrated leadership and communication skills, and independent problem-solving skills.
• Demonstrated experience in project management, including the ability to do proactive outreach and establish professional connections across multiple departments.
• Strong analytical skills, independent judgment, and ability to effectively interact with a wide range of people.
• Ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Ability to manage people and/or programs, including recognizing strengths of individual team members, providing feedback, and assigning appropriate workload and/or program ownership to other staff; ability to represent program interests to leadership.
• Ability to interact, communicate, and work effectively with individuals, recognizing and respecting the many and varied identities of each person.
• Commitment to promoting and enhancing diversity, equity, and inclusion.

Preferred Qualifications

• Familiarity with Oregon laws, rules, and regulations pertaining to contracting, leasing, and contract-related purchasing.
• Experience managing complex projects or programs.
• Comprehensive knowledge of contract management principles and practices. Experience administering contracts and coordinating with vendors.
• Experience working in a purchasing or contracting office within higher education or a complex organization.
• Experience in Banner FIS, Concur, UO systems, and University of Oregon Foundation (UOF) systems or similar enterprise data management software.
• Experience working with records and retention schedules and managing records in a higher education setting.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background inquiry.

University of Oregon students and employees are required to be vaccinated against COVID-19. For additional information see: https://hr.uoregon.edu/uo-covid-19-vaccination-requirement-employee-process.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

Advertised: Pacific Daylight Time
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