Procurement Coordinator, Intermediate

Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

About the Department/College

The Contracts, Purchasing and Risk Management department is a team of high performing professionals that provide excellent service, innovative solutions, and expertise in procurement, contracting, materials management, and risk management.

About the Position

Northern Arizona University's Contracts, Purchasing and Risk Management Department is now hiring one (1) Contracts Coordinator, Intermediate.

The Contracts Coordinator, Intermediate supports overall contract functions of the university by using broad knowledge of concepts and procurement procedures to solve problems, assist with negotiation, preparation, review, and interpretation of contracts while maintaining records and ensuring compliance with contractual terms and conditions including university procedures and guidelines and State of Arizona statutes while interacting with university departments and suppliers to build strong relationships.

For more information on Contracts, Purchasing, and Risk Management visit their website: https://in.nau.edu/contracting-purchasing-services/

Responsibilities Include

70% - Contract Review

• Negotiation, review, preparation, and interpretation of contracts and related documents, as applicable, concerning appropriate language and requirements.
• Prepares, tracks, and manages contract and procurement related transactions in university’s financial system, databases, and hard files.
• Utilizes various methods to finalize contracts for procurement of materials and services of intermediate difficulty and ensures timely reconciliation of requests.
• Assembles, researches and summaries information from various sources.
• Performs calculations to support transactions while preparing special and recurring reports.
• Analyzes and responds to inquiries regarding contract terms, procedures, and policies.
• Initiates and routes required business forms for approvals for assigned area of responsibility.
• Examines documents for completeness and accuracy.
• Trains internal employees on business processes and policies.
• Provides policy guidance and clarification to campus and vendors.
• Analyzes contract requests for compliance with institutional procedures, Arizona Board of Regents, and state/federal laws.

25% - Communication and Tracking

• Communicates with contractors, vendors, and university representatives regarding requests for additional information and status on contract reviews.
• Assists with and/or completes related forms.
• Tracks and manages multiple processes and transactions and identifies issues or delays from university departments through university’s online request systems.
• Approves contract and procurement transactions as assigned.
• Maintains contracts and related records within databases and manages hard files.
• Answers procurement and contract related questions and escalates issues as appropriate.
• Recommends and implements process improvements and new procedures to improve efficiency and effectiveness of key functional transactions and processes.
• Processes correspondence or other documents from rough draft, corrects grammar, spelling, and punctuation errors.
• Builds and maintains strong relationships with vendors, university staff, and service recipients.
• Organized and maintains appropriate documentation to ensure compliance with university policies and processes.

5% - Other

• Other duties as assigned.

Minimum Qualifications

• Associates degree and 4 years in contract related field or relevant experience OR
• Undergraduate bachelor’s degree and 2 years in contract related field or relevant experience.

• A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• Financial, contracts or accounting experience.
• Experience coaching or mentoring others.
• Knowledge of university, State of Arizona and Federal policies and concepts, processes and practices in higher education.

Knowledge, Skills, & Abilities

Knowledge

• Principles, practices, and functions of contracting and procurement
• Contract, procurement, insurance, and business processes
• Applicable laws, rules, policies, and regulations regarding contract transactions and purchasing
• Demonstrates working knowledge of work processes and tools
• Knowledge of university procurement policies

Skills

• Negotiation
• Mathematics and accounting
• Demonstrated organization skills
• Coordinating work to benefit others
• Coach and mentor others
• Records maintenance and file management
• Excellent communication and customer service
• English composition, grammar, spelling and punctuation
• Problem solving
• Advanced personal computer/software including Office and Abode products
  Abilities
• Adaptable to frequent change
• Work collaboratively within a cross-functional team
• Understand business needs of service recipient organization for both internal and external customers
• Interpret financial reports and statements to identify trends or issues
• Exercise independent judgment in area of assignment
• Communicates effectively orally and in writing
• High attention to detail
• Listen actively
• Analyze complex situations
• Manage relationships
• Balance competing priorities
• Work with highly confidential and/or sensitive information
• Document work in progress
• Meet deadlines
• Promote a diverse, inclusive environment while working effectively with people from a variety of culturally diverse backgrounds
• Complete complex administrative paperwork

Compensation

• Budgeted salary is $48,500.

Pre-Employment Check

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Notice of Availability of the Annual Fire and Security Report

Each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

You must submit your application by midnight of the application deadline.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.