Job Information
University of Kansas Associate Director of Procurement and Contracts in Lawrence, Kansas
28227BR
Job Title:
Associate Director of Procurement and Contracts
Department:
Office of Research
Primary Campus:
University of Kansas Lawrence Campus
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, including the status of agreements still being processed.
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.
Document and maintain internal controls over the processing of agreements.
Train and supervise staff in the drafting and review of these agreements, ensuring consistently high quality for the entire team.
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.
Manage and train staff to back up the Purchasing Agent as necessary to ensure timely payment of invoices.
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.
Train and supervise staff in the drafting and review of these agreements, ensuring consistently high quality for the entire team
10% - Negotiate Research Consortium and Other Types of 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 consortium and confidentiality agreements, as well as others, as needed, and review with KU General Counsel any changes
Determine whether review is necessary by KU General Counsel for contracts involving non-standard terms and conditions.
Train and supervise staff in the drafting and review of these agreements, ensuring consistently high quality for the entire team
10% - Develop and Update Purchasing Policies and Procedures
Remain cognizant of national procurement, contractual, and compliance-related trends in order to assist the Director of Budgets & Financial Services in developing and updating purchasing policies and procedures for KUCR, including adherence to Uniform Guidance.
Serve as point-of-contact and subject matter expert for all research procurement-related issues.
Educate users on KUCR’s procurement and contracting process through documentation and training.
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
Develop metrics and reports to manage operational efficiency.
After implementation, maintain the Fiscal Affairs Contracts instance in TDX.
Coordinate license plate renewals for KUCR vehicles .
Special projects, as assigned
Req ID (Ex: 10567BR) :
28227BR
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 person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
40/hours week, Monday - Friday
FLSA Status:
Administrative
Contact Information to Applicants:
Daniel Wilmot, daniel.wilmot@ku.edu
Required Qualifications:
Master's degree or Juris Doctorate and 3 years of related experience in the field OR Bachelor's degree and 5 years of related experience in the field
Two years’ experience supervising staff
Work experience that required the use of Microsoft Excel and Word, as evidenced in application materials
Attention to detail and accuracy, as demonstrated in application materials
Excellent written communication skills, as demonstrated in application materials
Experience working in both a team setting and working independently as demonstrated by application materials.
Experience with customer service, as evidenced in application materials
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
85,000 - 95,000
FTE:
1.0
Preferred Qualifications:
Three years’ experience with Procurement and administration
One year experience with Oracle Financials
Coursework or work experience with OMB Uniform Guidance, as demonstrated in application materials
Three years’ experience working in a university or research environment
One year experience in grant accounting and administration
Position Overview:
The University of Kansas Office of Research (KUOR) administers externally sponsored research projects on the KU-Lawrence campus and oversees designated research centers and institutes, as well as state surveys and a number of smaller research centers and core research service laboratories. The KU Center for Research, Inc. (KUCR) is a non-profit 501(c) 3 research foundation responsible for submitting all proposals for external support of research, instructional and service projects. In addition, KUCR helps research investigators by negotiating contracts, providing proposal and post-award services, administering compliance oversight, managing and constructing research facilities, and handling financial services, including investment of corporation resources.
The Associate Director position is on the Fiscal Affairs team in the Office of Research, and will represent the KU Center for KUCR, a separate legal entity affiliated with KU. The Associate Director’s primary responsibilities include: 1) Drafting, reviewing, and negotiating complex contracts with a variety of vendor and client types on behalf of KUCR, and working with KU General Counsel as needed; 2) Implementing policies and procedures to ensure compliance with Uniform Guidance and KUCR procurement policies; 3) Overseeing 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 staff in the research contracting and purchasing functions.
Reg/Temp:
Regular
Application Review Begins:
08-Jul-2024
Anticipated Start Date:
05-Aug-2024
Additional Candidate Instruction:
A complete online application will include:
Cover letter describing how you meet the required and preferred qualifications.
Resume
List of three (3) professional references
Only complete applications will be considered.
Application review begins Monday, July 8th, 2024. For consideration, please apply no later than Sunday, July 7th, 2024.
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Job Family:
Administrative/Management-KUL
Work Location Assignment:
Telework
Position Requirements:
- This position is remote.