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:

– Senior Support

Base Description:

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

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas. Applies knowledge of principles, practices, and procedures of a particular field to decision–making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– May serve as lead support staff and/or provide basic direction to lower level support staff
– May serve as direct supervisor for part–time, student, and/or temporary workers or volunteers

Fiscal Responsibilities:

– Handles financial transactions
– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

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
– May use experience to resolve more complex and/or varied problems, with supervisor oversight
– Demonstrates proficient and comprehensive knowledge of institutional policies and procedures in determining course of action

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– May set priorities and organize work within general guidelines established by 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; may interact with other staff outside of area
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials that may be intended for distribution

• Comp Grade – 6
• Minimum – $42,100.00
• MidPoint – $51,600.00
• Maximum – $61,000.00

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