Penn State Job Catalog

The defined natural career progression within or between job profiles.

Contract Administration

The Contracts Assistant facilitates the contract review and signature process. Responsibilities include collecting, tracking, and routing contracts; updating electronic databases; maintaining files; reviewing/approving standardized language, agreements, and insurance compliance.

• Serve as first point-of-contact for inquiries; respond to or direct inquiries to appropriate compliance team/personnel
• Coordinate the contract review process; collect, route, and track; note time-sensitive/expedited requirements; assist with review assignments
• Prepare and route contracts for signature; return signed contracts to applicable stakeholders; update tracking system and communicate status
• Review and approve standardized language, indemnification agreements, and insurance certifications; ensure requirement compliance; refer issues of concerns to appropriate personnel
• Coordinate with internal teams such as procurement, finance, and operations to gather required information
• Maintain and update the contract database or management system, tracking vendors, contract milestones, renewals, and deadlines
• Review vendor insurance certifications and other requirements for list approval; follow-up with vendors as needed; file and maintain vendor list documentation; refer issues of concerns to management
• Generate regular reports on contract status, upcoming renewals, and other key metrics as required
• Maintain files; ensure proper storage, retention, and security
• Provide general administrative assistance for the team, including scheduling meetings, taking minutes, and preparing presentations

Level:

– Intermediate Support

Base Description:

– Completes administrative activities and tasks of a technical or functional nature.

Level Summary:

– Demonstrates ability to perform intermediate tasks in defined skill areas. Demonstrates intermediate knowledge of internal procedures. Works under general supervision, performing assignments that may be varied and sometimes difficult. Supports team decisions and follows through with team responsibilities. Interprets and communicates information clearly and accurately. Demonstrates intermediate problem–solving skills.

Supervisory Responsibilities:

– May provide basic direction to lower level support staff

Fiscal Responsibilities:

– Handles routine financial transactions
– May validate and pay invoices

Problem Solving:

– Encounters generally routine problems; occasionally faces more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– Applies knowledge of institutional policies and procedures in determining course of action

Independence of Action:

– Work is generally monitored by supervisor
– Detailed instructions and procedures are generally provided
– Uses available guidelines to make appropriate adaptations to routine situations and refers other situations to supervisor

Communication and Collaboration:

– Communicates internally within working unit and/or the University
– May communicate with external audiences for scheduling/coordination
– Collaborates closely with team members
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials that may be intended for distribution

• Comp Grade – 5
• Minimum – $38,300.00
• MidPoint – $46,900.00
• Maximum – $55,500.00