Contracts Administration Specialist (527880)

  • Cal State University (CSU) San Jose
  • San Jose, California
  • Aug 29, 2023
Full Time Administration and Management Purchasing and Warehouse

Job Description


Job Summary

Under the limited supervision of the Contract Manager, the Contracts Administration Specialist serves as a key contact and expert to the campus and Contracts and Procurement units. Working independently, this position is responsible for managing and implementing a broad range of highly complex contracts, strategic sourcing initiatives at both the campus and system-wide level, projects, and objectives, in accordance with delegated authority limitations. The Contract Administration Specialist prepares and processes a broad range of highly complex solicitation and contract documents as required by the University.

Key Responsibilities
  • Initiate, evaluate, and execute a broad range of highly complex contracts including, but not limited to, complex design and professional service agreements, leases, software licensing agreements, construction related public works contracts, student agreements, memorandums of understanding, and other miscellaneous campus contracts in accordance with CSU, ICSUAM and SUAM guidelines
  • General administration includes the analysis of contract financial data, interpreting and applying rules and policy, understanding and making decisions related to terms and conditions, writing and developing public solicitations including evaluations/recommendations/contract specifications
  • Negotiation of contracts, redlining of supplier contracts, and drafting terms and conditions, as required
  • Provide contract management through the term of the contract to insure appropriate execution of documents including notification, compliance with contract terms, termination of contracts, evaluation and verification of risk and insurance terms, overseeing evaluation teams and processes, communicating and interfacing with contractors, vendors, clients, university staff and faculty in fulfillment of duties
  • Identify potential savings through proper execution of bid solicitations, thorough review of Contractor requests for payment, risk evaluation and avoidance
  • Develop business innovation and process improvement efforts related to subject matter expertise, often developing new strategic approaches and solutions
  • Serve as a high-level individual contributor providing expertise and functional leadership and/or may oversee the day-to-day operations of the unit, as required
  • Research, analysis, assessment, formulation, development, and evaluation from a strategic and operational perspective of programs such as emergency contracting, construction programs, student programs, or revenue generating programs
  • Serve as a key contributor in planning and development activities, and to aid in the determination of methods meeting procurement program goals, policies, and laws

Knowledge, Skills & Abilities
  • Extensive and in-depth knowledge of Contract Administration, and the thorough knowledge of and ability to apply this expertise to complex programs and a wide range of university contracts, including the applicable laws and regulations governing the procurement programs
  • Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects
  • Expertise in techniques, analysis, research, and development and the ability to interpret and evaluate results to develop sound conclusions and make recommendations
  • Excellent oral and written communication skills
  • Substantial and broad knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management
  • Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions
  • Knowledge of PeopleSoft or other ERP financial system, CSUBUY, Department of General Services (DGS) e-procurement portal and online tools, PlanetBids Electronic Platform, Smartsheet or other project tools, PowerPoint and other training tools. Other computer skills (word, excel, access, and online meeting tools)
  • Ability to communicate with constituents in a professional and respectful manner

Required Qualifications
  • A bachelor's degree and/or equivalent training
  • Six years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications
  • Master’s Degree in Business or a related field
  • Professional purchasing certificate (C.P.M., CPPB, CPPO, CPSM)
  • 3 to 5 years of contract administration experience
  • California State University (CSU) and/or state purchasing experience
  • PeopleSoft experience
  • E-Procurement experience


Classification: Administrative Analyst/Specialist - Exempt III
Anticipated Hiring Range: $7,490/month - $8,042/month
CSU Salary Range: $6,322/month - $12,285/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: May 19, 2023 through June 6, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).


Closing Date/Time: Open until filled

Job Address

San Jose, California United States View Map