JOB SUMMARYThe IT Contracts Manager provides IT contracts administration, initiates guidelines, coordinates activities and provides technical expertise to assure the proper and timely development and/or maintenance and administration of IT contracts.
Maintains conformity to the accepted institutions contracting policies and procedures, and meets IT industry technical/operational requirements in a timely and cost-effective manner.
This includes IT expertise, knowledge, and direction to relay IT contract actions, such as contract initiation processes, technical evaluation criteria, contractor evaluation, contract extensions, contract maintenance renewals and termination.
The position will not have primary approval authority, but will recommend approval based on technical requirements and contract administration experience.
ESSENTIAL FUNCTIONSManage IT renewal and maintenance contracts, assisting in supplier/vendor negotiations, negotiating contract terms and conditions, supplier/vendor management, and developing collaborative relationships with internal HCC departments.
Implement and manage contract systems, database improvements and management, and all duties associated with files systems and management.
Serves as the focal link between the Colleges and its business counterparts as well as ensures HCC is benefiting from each documented contract.
Understand and standardize College IT software and hardware maintenance commodity needs.
Develop, implement, maintain, and operate an accurate, district-wide IT contract tracking and management system for all related database that is used to track and analyze IT renewal and maintenance contracts.
Assist in the development of the annual IT Contract Maintenance budget and in tracking expenditures in order to operate within approved budget guidelines.
Ensure that IT contracts are awarded in accordance with HCCS Purchasing Policies and Procedures Manual.
Provide expertise District-wide for IT products and services contracts management, maintains HCC's IT contracts and entire contract process which includes but is not limited to oversight of contracts signed by the College, contract compliance, accuracy of contracts, modifications to contract, contract closeout efforts, process improvement, project management, problem resolutions, and ensures adherence to procurement industry standards and practices as well as federal and state law standard.
Review all IT Initiative Board Action Items to determine if recurring maintenance or technical support/professional services is required in the ensuing fiscal year and ensure that funds are requested to cover the service.
Ensure that proper support documentation; including applicable vendor insurance certificates are attached to Board Action Items, requisitions, IT Contract Approval Route forms, vendor payment requests, and/or other similar documents to facilitate internal reviews and approvals.
Responsible for all activities required to authorize IT contract approvals and completing all required forms necessary to generate requisition.
Support and provide IT contract administrative services for the Procurement Operations staff in contract formulation, administration, negotiation, analysis, tracking, closure and/or termination.
Act as a liaison between HCC departments and Procurement Operations to initiate renewal actions on current contracts, memorandums of agreement, inter-local agreements, and/or licensing agreements.
Work closely with accounts payables to resolve payment issues and ensure timely payment of invoices.
Assist with all aspects of supplier/vendor negotiations, including contract terms, pricing, and price re-determinations.
Ensure that suppliers meet defined requirements, goals, and targets.
Serve as the primary advisor on IT Contracts to the IT Vice Chancellor, Director of IT Administrative Services, Executive Directors, Procurement Operations and Contract Administration and staff members for issues regarding internal and external parties questioning contract compliance issues, purchasing policy, and/or procurement procedures.
Follow District policies and recommends updates to ensure efficient use of fiscal resources and effective use of technology.
Provide customer support to internal and external customers to ensure business between parties' functions smoothly, and is in charge of resolving any minor conflicts or infringements arising from existing contracts.
Ensure appropriate performance standards of quality, delivery, insurance and warranty are properly identified in formal solicitations.
Collaborate with all levels of management to gather, analyze, summarize, and prepare recommendations on contracts, sourcing strategies and practices and procedures.
Prepare and distribute reports and statistical data to necessary parties to facilitate planning and maintenance of accurate contract records and files.
Maintain current knowledge of regulatory, legislative and industrial changes to ensure changes and/or updates is completed within the required time, as needed.
Responsible for the successful strategy, development and execution of assigned IT contract administration procurement needs to maximize efficiency, cost savings, and reduce liability exposure.
Leverage technology solutions to maximize effectiveness and efficiency in the strategic procurement process.
Investigate new opportunities for utilization of technology as it relates to procurement and contract management throughout the College in order to improve the efficiency and/or effectiveness of the process.
Seek advice from legal experts and/or counsel when appropriate.
Establish and maintain effective working relationships with other employees, officials, and all members of the general public.
Provide assistance to the Director, Procurement Operations prior to and during the formal bidding process for specialized IT maintenance on equipment and services.
Ensure that contracts database systems functions properly for Procurement Operations internal and external customer base.
Conduct field visits as needed and should go out and meet business partners.
Provide leadership in developing key long term supply contracts to achieve continuous improvement.
Perform other duties, tasks and assignments as required and assigned.
QUALIFICATIONSEducation & Experience
- Bachelor's Degree from an accredited institution, preferably in business administration/contract administration, management information systems, computer science, or related field required
- 5 years of experience in information technology with at least 3 years administering IT maintenance and renewal contracts for goods, site licenses, supplies and equipment is required
Licensing & Certification
- Valid Texas Driver License
Special Skills
- MS Office Programs
- Information Management Systems
- Project Management
- Knowledge of software packages
- IT Contracts
- Texas Contract Administration guidelines
- Historically Underutilized Business outreach and reporting
Competencies
- Delivering High Quality Work
- Accepting Responsibility
- Serving Customers
- Supporting Organizational Goals
- Driving Continuous Improvement
- Acting with Integrity
- Thinking Critically
- Managing Change
- Communicating Effectively
Working ConditionsGeneral Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.
SECURITY SENSITIVE:This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code a7 51.215
