Job Posting Title:

IT Contracts Administrator

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Office of Information Technology at the Dell Medical School is seeking an IT Contracts Administrator.

Purpose

The IT Contracts Administrator is responsible for administrative management and oversight of all Dell Medical School (DMS) contracts related to IT products, services, and vendors. This role ensures that contracts are executed in compliance with university policies, legal requirements, and best practices. The IT Contracts Administrator will work closely with IT department leaders, main campus legal and procurement teams, and outside vendors.

Responsibilities

Contract Lifecycle Administration: Manage the end-to-end contract process. Oversee transactions and documentation as contracts are negotiated and executed by DMS IT Leadership and UT Legal and Procurement Services. May include data entry in UT Contract Management and Accounting systems, financial and budget approvals, supporting documents, amendments, renewals, and terminations.

Vendor Liaison: Act as the administrative liaison between DMS and vendors, ensuring that terms and conditions are understood and communicated, service levels are maintained, and issues are resolved efficiently. Coordinate with vendors and IT leaders to track and monitor all IT contracts, including their status in procurement, new contracts, or renewal workflow processes. Address and resolve disputes or issues related to contracts, working with the vendors, DMS IT leaders, and UT legal and procurement teams as needed.

Contract Database: Maintain an accurate, current, and organized database of contracts, including tracking milestones, renewal dates, and deliverables. Ensure all contract-related documentation is properly filed and accessible. Collaborate with DMS leaders to prepare and deliver reports on contract status, processes, issues, and performance.

IT Management Decision Support: Work with the DMS IT Controller to track and manage all spending related to contracts, including proper transaction accounting and forecasting.

Procurement Execution: Submit, track, and report contract expenses, including vendor invoices, purchase orders, and matching receipts. Process vendor payments and reconcile billing via the UT DEFINE accounting system and TCM Contract Management System.

Compliance and Risk Management Support: Ensure that contracts adhere to applicable laws and regulations, including university policies, rules, and procedures. Assist in identifying and mitigating risks associated with contracts, including data security, confidentiality, and intellectual property protections. Maintain documentation pertinent to audit reviews, contract renewals, terminations, vendor performance, solicitation protests and disputes, and supplier due dates.

Process Improvement: Identify opportunities for improving administrative processes and support efficiency within the IT Business Office. Suggest improvements and assist in the implementation of new tools or processes.

Administer Sourcing Activities: Review new requisitions with IT leaders and main campus teams to help select appropriate procurement methods based on departmental needs, lead times, and available procurement channels. Issue purchase orders or Statements of Work for established contracts and ad hoc procurements.

Become Dell Medical School’s Expert for IT Procurement and Contracting: Provide training to DMS IT leaders and department staff on procurement and contract-related service topics. Drive the implementation of preferred supplier relationships by providing education and outreach to DMS IT departments. Support the HUB and Federal Small Business programs through active participation in diverse supplier programming and activities, and by applying good faith effort best practices, policies, and procedures in all contracting efforts, with the goal of helping to increase spending among the most qualified diverse firms.

Required Qualifications

Bachelor’s degree in Business Administration, Information Technology, or a related field. Minimum of 3 years experience in contract administration, preferably with the University of Texas administrative support systems. Experience administering contracts related to technology services, hardware, and software. Detail-oriented self-starter with strong organizational, analytical, multi-tasking, and time management skills. Excellent analytical skills, problem solving ability and strong critical thinking skills. Ability to work flexibly in a fast-paced environment. Excellent written and verbal communication skills. Ability to work independently with IT leadership and campus teams in order to manage multiple contract and procurement responsibilities simultaneously.  Proficiency with contract management systems, ERP systems, and MS Office Suite (Word, Excel, PowerPoint), with the proven ability to produce professional reports and documents. Knowledge of Healthcare IT processes, systems, and terminology is beneficial. Ability to maintain confidentiality and handle highly sensitive information with professionalism.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Additional relevant certifications are a plus. Familiarity with healthcare IT procurement, vendor management, and software licensing is a plus. Knowledge of automated procurement systems including Jaggaer and Bonfire. Knowledge of State of Texas purchasing resources and programs. Knowledge of Texas Education Code, Federal Regulations [e.g., Uniform Guidance].

Salary Range

$45,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.