Contract and Purchasing Administrator

Here's a unique and fulfilling opportunity to join our mission by supporting St.
Jude's new Strategic Plan for 2022-2027! We are looking for a Contract and Purchasing Administrator to support the development, implementation, monitoring of compliance with contract policies and procedures.
In this position, you will be managing the administration of contracts through the ability to track, analyze, aggregate, and report necessary information including key milestones, notifications, and expiration dates of agreements.
Other key duties include: Supporting contract information, collecting information to determine departmental needs, and processes departmental invoices.
Verifying completeness of documents submitted for payment and performing invoice/purchase order problem resolution are also required.
What you'll bring to the role: * At least 7 years of progressive relevant experience, with one year in direct contract negotiation and vendor management.
* A high school diploma or GED.
* A heart to support our mission to find cures for children with cancer and other catastrophic diseases through research and treatment.
Apply today or share with someone you know! Job Responsibilities: Assists in the development, implementation, monitoring, maintenance and overall compliance with contract policies and procedures, including conflict of interest and vendor debarment policies.
Monitors status of pending proposals and expiration dates of retiring contracts.
Analyzes potential risks that contract changes may pose to the organization and liability exposure.
Evaluates and monitor vendor performance to decide necessity for amendments, extensions or termination of contracts and for compliance with contractual obligations.
Ensures that vendors are following legal regulations.
Supports contracts and acquisitions, tracks requisitions and purchasing orders, processes contract modifications, and performs contract and financial analysis on contracts funding.
Supports Vendor Governance process.
Performs onboarding, relationship management and off-boarding of vendors Provides input for related vendor governance programs and purchasing policies.
Facilitates administration of contracts through the ability to track, analyze, aggregate, and report necessary information; this includes: key milestones, notifications, expiration dates of agreements, support contact information, and collecting information to determine departmental needs, vendor credit tracking, invoicing, routing of contractual documents for signature, vendor selections, and track payment and deadlines.
Maintains and adheres to the guidelines and internal controls to ensure contracts entered and relevant supporting materials are uploaded for Legal review to ensure that the contract complies with institutional policies and procedures.
Reviews contracts for terms and conditions, special provisions and required language to ensure accurate and timely processing of contracts.
Coordinate actions with Materials Management and Legal teams, if needed.
Obtains and verifies approval signatures based on signing approval levels.
Confers with vendors and the Materials Management team to assist in obtaining supporting documentation and/or revisions to comply with general contract review requirements.
Works with finance to validate invoices submitted are in proper format and delivered in agreement with the contract/statement of work.
Performs closing activities as needed.
Provides customer service to vendors and internal customers: Notifies Accounts Payable Manager of any unusual or problem items.
Follows-up on open-ended issues on a regular basis until satisfactory closure has been achieved by all parties.
Develops and maintains a system for logging all departmental contracts, renewals, terminations, and cancellations maintained for departmental review and status.
Proposes and implements process improvements with ideas designed to improve service, control costs or achieve other departmental goals Assists in the creation, revision and implementation of contract processes and procedures, standards, and incorporating requirements of all key stakeholders Participates on cross functional teams Supports and provide input toward a departmental RFP/bidding program, to prospective/current vendors Provides competent and timely assistance and guidance to department staff throughout all procurement and contract phases, from bidding to implementation.
Processes contract bids, quotes, proposals, renewals, and new awards for the organization.
Oversee the preparation and revision of contracts that involve the purchase of services, including staff augmentation Maintains an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules Processes departmental invoices and verifies completeness of documents submitted for payment: Reviews invoices for authenticity and completeness of information.
Ensures invoices are mathematically accurate.
Researches invoices as needed for any discrepancies or anomalies.
Obtains approval signature for any invoice for receipt-less purchase orders.
Reviews and verifies approval signatures on invoices.
Performs invoice/purchase order problem resolution.
Maintain regular and predictable attendance Perform other related duties as assigned in order to meet the goals of the department and institution Minimum Education and/or Training: High School Diploma or GED Minimum Experience: Seven (7) years of progressive relevant experience that includes one (1) year in direct contract negotiation and vendor management.
Our DEI Statement: St.
Jude Children’s Research Hospital has a diverse, global patient population and workforce, built on the principles of diversity, equity and inclusion.
Our founder Danny Thomas envisioned a hospital that would treat children of the world—regardless of race, religion or a family’s ability to pay.
Learn more about our history and commitment.
Today, we continue the mission to advance cures and means of prevention for pediatric catastrophic diseases through research and treatment.
As we accelerate this progress globally, we believe our legacy of diversity, equity and inclusion is foundational to success.
With the commitment of leaders at all levels of the organization, we strive to ensure the St.
Jude culture, leadership approaches and talent processes are equitable and culturally responsive.
View our Diversity, Equity and Inclusion Report to learn about the hospital’s roots in diversity, equity and inclusion, where we are today and our aspirations for an even better future.
Other Information St.
Jude is an Equal Opportunity Employer No Search Firms St.
Jude Children's Research Hospital does not accept unsolicited assistance from search firms for employment opportunities.
Please do not call or email.
All resumes submitted by search firms to any employee or other representative at St.
Jude via email, the internet or in any form and/or method without a valid written search agreement in place and approved by HR will result in no fee being paid in the event the candidate is hired by St.
Jude.