Job Information
UNIVERSITY OF TEXAS AT AUSTIN IT Contracts Administrator in Austin, Texas
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 Schools 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.