Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.
Missing levels within the leveling matrix can be added based on business need.

The defined natural career progression within or between job profiles.

Contract Administration

The Contracts Coordinator supports the contract lifecycle by facilitating the review, approval, and execution of agreements; ensures contracts are accurately tracked, compliant with institutional standards, and processed efficiently; serves as a point of coordination between internal teams, vendors, and compliance personnel, while maintaining organized records and supporting contract administration activities.

• Serve as the first point of contact for contract-related inquiries; respond to requests or direct them to appropriate team members or stakeholders
• Coordinate the contract review process by collecting, routing, and tracking agreements; identify and prioritize time-sensitive or expedited requests; assist with assigning reviews as needed
• Prepare contracts for execution, route for signature, and distribute fully executed agreements to relevant stakeholders; maintain accurate status updates in tracking systems
• Review and approve standardized contract language, indemnification provisions, and insurance certifications for compliance with institutional requirements; escalate non-standard or high-risk items to appropriate personnel
• Collaborate with internal teams including procurement, finance, legal, compliance, and operations to gather necessary documentation and information for contract processing
• Maintain and update the contract management system or database, ensuring accurate tracking of vendors, contract terms, milestones, renewals, and deadlines
• Review vendor insurance documentation and related requirements for approval; follow up with vendors as needed to obtain missing or updated information; maintain vendor records and escalate concerns to management
• Generate and distribute reports on contract status, key metrics, upcoming renewals, and compliance tracking as required
• Maintain contract files in accordance with document retention policies, ensuring proper organization, security, and accessibility of records
• Provide administrative support, including scheduling meetings, preparing materials and presentations, and documenting meeting minutes

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

• Contract management
• Document management
• Legal research
• Legal writing
• Note-taking
• Report writing
• Supplier evaluation

• General Equivalency Diploma (GED)
• High School (HS)