Contract Administrator - Construction and Maintenance

California, United States
09 Nov 2018
End of advertisement period
09 Jan 2019
Contract Type
Full Time


Residential & Dining Enterprises, the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. R&DE has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, provides housing for over 12,000 students, serves over 18,000 daily meals at 30 dining and retail locations and over 500,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. R&DE comprises 1100+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, Maintenance Operations and Capital Projects, and Strategic Communications.


Prepare, negotiate, and administer purchase requisitions ($1,000 to $500,000) for a school or unit.


  • Review, amend, and enter requisitions, as requested.
  • Identify potential vendors, prepare Request for Quotations (RFQ), Requests for Proposals (RFP), conduct site visits, obtain bids, prepare and evaluate bids and negotiate with suppliers.
  • Monitor supplier performance for cost, schedule and compliance with associated terms and conditions using KPI’s.
  • Assist the requesting organization in developing Statements of Work, identifying sources and in performing overall procurement acquisition planning for the project by developing needs analysis and forecasting for programmatic procurements.
  • Resolve issues hindering complete procure-to-pay process between suppliers and clients.  Manage client expectations regarding orders.
  • Promote utilization of source-to-pay buyer e-procurement platform; train and education users on accounts payable and procurement processes.
  • Resolve contractual issues by interacting with various requestors, suppliers, senior level program management personnel, educational institutions.
  • Work with contract types include fixed price, Job Order Contract, Guaranteed Maximum Price, Lump Sum.
  • Support procurement initiatives and strategic sourcing; drive to achieve continuous improvement in procurement process.
  • Manage balance of open purchase orders.

* - Other duties may also be assigned


Education & Experience:

Bachelor's degree with a minimum two years of experience in performing the above listed duties or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Knowledge of a variety of theory, practices, methods, programs and plans including regulatory requirements relating to purchasing and business law.
  • Experience negotiating and administering contracts with unusual and moderately complex terms and conditions.
  • Demonstrated experience in working with various methods of contract types such as Firm Fixed Price, Cost Reimbursement, Time and Materials, Guaranteed Maximum Price, and Lump Sum.
  • Demonstrated experience with Professional Services, Construction and Technology related contracts highly desirable.
  • Experience partnering with internal customers, learning/understanding business needs and providing excellent procurement services.
  • Knowledge of market conditions, trade practices, sources and lead time.
  • Demonstrated knowledge and experience with Microsoft Office Suite and PeopleSoft/Oracle/SAP.
  • Demonstrated ability to foster open and timely communication.
  • Excellent verbal and written communication skills.
  • Client service oriented nature.

Certifications and Licenses:



  • Frequently perform desk based computer tasks, use a telephone, sit and use light/fine grasping.
  • Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.
  • Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


Office Environment


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

Job Code: 2311
Job Grade: H

"Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job."